The Administrative Assistant is responsible for managing the day-to-day operations of the Academic and Clinical Office of the Chief of Cardiac Surgery and the Director of Cardiac Transplant. This position handles a wide range of responsibilities including those involving the University and the Hospital, as well as national and international patients and visitors, and external business executives and representatives. This is a highly visible position. This role is expected to handle all correspondence and prioritize items that have to be completed in a work environment that is very challenging and fast paced. The administrative assistant will ensure that all patients, visitors, guests and co-workers receive personalized, prompt attention and are treated with receptiveness, dignity and respect.
Answer high volume phone in a pleasant/responsive manner and direct all calls appropriately.
Scheduling patient office visits, surgical scheduling and other ancillary testing as needed.
Coordinate and maintain physician's academic and travel schedules.
Prepare travel itineraries.
Submit travel and business expense reports and follow through on associated reimbursements.
Responsible for all internal and external communications, including the preparation of confidential correspondence, transcriptions, office letters, operative and pathology results.
Responsible for scheduling follow surveillance appointments for Aortic program and weekly emails to patients regarding their patient experience.
Updating and renewal of CV's, licenses and DEA certificates.
Follow all front-end processes including demographic collection, insurance verification and other protocol as mandated by Columbia Doctors policy.
Ensure proper referrals and/or pre-certifications are in place for office appointments, radiology and surgery as needed. If not needed, then indicated in detail in IDX.
Manage scheduling for Thoracic Surgery, and provide letters as needed for surgery. Work closely with clinical team for completion of disability forms.
Coordinating transfers from outside hospitals.
Obtain and scan new visit paperwork prior to appointment.
Email/Mail new patient packet prior to appointment.
Provide all check out functions including any ancillary testing required and surgical scheduling with appropriate preoperative testing.
File and scan chart notes and other medical information in appropriate folder within EPIC.
Ensure that all patient visits have billing documentation that is submitted to the billing department, including but not limited to all relevant and accurate patient demographic and insurance information.
Work with Experian to ensure all patient insurance information is correct.
Work closely with nursing team to ensure that all preoperative clearance and paperwork is obtained and scanned into EPIC prior to surgery.
Fax consult, office visit, operative, pathology and post op reports to referring MDs.
Provide cross coverage as needed.
Complete special projects as requested by Section Chief, Division Administrator and Administrative Manager as needed.
Conform to all applicable HIPAA, Billing compliance and safety guidelines.
Bachelor's Degree or equivalent combination of education and years of experience.
Minimum related experience:
2 years related experience.
2 years in a healthcare administration environment or as a medical secretary preferred.
Must be able to successfully complete systems training requirements.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 512778
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.