Administrative Assistant

Columbia University Irving Medical Center; New York (NY); On-site; USD 67,000 - 69,000; Full time

Job summary

Columbia University Irving Medical Center is seeking an Officer of Administration to support clinical leadership and physicians with essential clerical duties. The role involves patient scheduling, credentialing, billing, and coordination of supplies and communications within the division.

The successful candidate will have a Bachelor’s degree or equivalent, plus strong interpersonal and organizational skills, and the ability to manage on-call services and EPIC scheduling with accuracy.

Qualifications

• Bachelor’s degree or equivalent in education and experience.
• Two years of related experience preferred.
• Strong interpersonal and empathy skills to help patients and families feel welcomed, acknowledged, and engaged.
• Strong organizational skills and attention to detail.

Responsibilities

• Provides administrative support to operational leadership and clinicians.
• Performs administrative duties necessary to deliver quality patient care and experience.
• Track stock levels, place orders with vendors, receive deliveries, and communicate with internal division and suppliers.
• Assist with processing of physician and allied health applications for initial appointment and reappointment, including education/training, board certification, and eligibility verification.
• Assist with special projects, including license/document expirations and follow-up.
• Serve as on-call telephone service point of contact, manage inbox and patient inquiries.
• Schedule appointments for patients.
• Acquire insurance referrals and authorizations for procedures and tests.
• Enter orders into the EPIC EMR system or prepare prescription refill requests.
• Schedule procedures with Patient Care Coordinator, verify times with patients, prepare charts and consent forms.
• Assist patients with enrolling in patient portal and pre-registration forms.
• Manage EPIC In-Basket and Pool to ensure timely patient care.
• Participate in revenue cycle processes.
• Perform related duties as assigned.

Skills

Interpersonal skills

Organizational skills

Attention to detail

Communication

Education

Bachelor’s degree or equivalent

Tools

EPIC EMR

Word processing

Excel

Job description

Grade 103

Job Type: Officer of Administration

Bargaining Unit:

Regular/Temporary: Regular

End Date if Temporary:

Hours Per Week: 35

Standard Work Schedule:

Building:

• Salary Range: $66,500.00 $68,500.00

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Performs diversified clerical duties related to the operational needs of the division, which may include, but are not limited to: handing medical staffing credentialing; managing on-call patient service line; keeping inventory and ordering supplies for the division, answering telephones, scheduling patient appointments (clinical and research); managing EPIC schedule template; scheduling meetings; maintaining division files, patient record filing; handling billing and authorization; taking meeting minutes; collecting payments. This role requires strong interpersonal and organizational skills and attention to detail.

At CUIMC, we are leaders in teaching, research, and patient care and are proud of the service and support we provide to our community. Columbia University offers a range of benefits to help you, and your dependents stay healthy, build long-term financial security, meet educational and professional goals, and more. Explore your options for Health and Welfare, Employee Assistance, Tuition Programs, and Retirement Benefits.

Responsibilities

• Provides administrative support to operational leadership and clinicians.
• Performs administrative duties necessary to deliver quality patient care and experience.
• Key duties include tracking stock levels, placing orders with vendors, receiving and verifying deliveries, and communicating with internal division and suppliers.
• Assist operational leadership with the processing of physician and allied health applications for initial appointment and reappointment, including clinical education/training, board certification, and eligibility verification. This includes insurance (e.g. Medicaid/Medicare) documentation.
• Assist operational leadership with special projects, including license/document expirations and follow-up.
• Serve as the on-call telephone service point of contact, managing inbox, addressing patient inquiries, and providing information or redirecting as needed.
• Schedule appointments for patients.
• Acquire insurance referrals and authorizations for procedures and tests ordered by clinician.
• Enter orders into the electronic medical record (EMR) system or prepare prescription refill requests on behalf of the clinician for the review and approval by the ordering clinician.
• Schedule procedures or work in conjunction with Patient Care Coordinator verifying times with patients, preparing charts, pre-admissions and consent forms as necessary.
• Assist patients with enrolling in patient portal and completing pre-registration forms and questionnaires.
• Manage EPIC In-Basket and Pool to ensure patient care is met in a timely manner.
• Participate in revenue cycle processes.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience required.

Preferred Qualifications

• Two years of related experience.
• Word processing, basic Excel, data entry and other applications as required.
• Apply strong interpersonal and empathy skills to help patients and families feel welcomed, acknowledged, and engaged in the patient experience. Apply the same interaction style when communicating with providers and other healthcare workers in the organization.
• This role requires strong organizational skills and attention to detail.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.