Hours Per Week: Hours are based on clinical operational needs.
The trainees' clinical experience includes measuring and facilitating trainees along the road map to clinical certification for completion of a post-graduate specialty program.
Under the general supervision of the Chief of Staff, the Graduate Practice Administrator (GPA) performs duties related to the management of the specialty programs and provides support of faculty, staff, and trainees consistent with the clinic mission.
Develop, maintain and/or distribute all relevant program reports and correspondence: resident productivity reports; spreadsheets for student/resident patient case management; patient assignments; chair utilization/trainee attendance tracking reports; referrals, and reminders of clinic policy; student/resident roster and language list; daily seating report.
Attend/lead daily huddles and ensure student/resident attendance to huddles; conduct huddles as need in the absence of the program directors.
Manage assigned specialty programs' chairs and patient flow during clinic session; maximize the utilization of all chairs; monitor student attendance in clinic session; reassign chairs as necessary resulting from no-shows or failed appointment.
Triage and communicate with patients regarding issues and concerns about patient advocacy, satisfaction and dispute resolutions; refer as necessary to appropriate program director, or Patient Relations Liaison.
Scan all export and patient medical documents, images, correspondence, referrals, and forms into Epic.
Schedule clinical meetings (room requests, notification, agendas, etc.) to support program directors.
Work with program directors, Chief of Staff, Senior Clinic Manager and Senior Associate Dean for Clinical Affairs to assign, coordinate and capture all clinical rotations for the academic year; edit rotations appropriately and forward all necessary information to affected departments; monitor weekly resident/student participation in assigned rotations.
Manage staff in the capture of next appointment information for patients before end of each clinic session.
Coordinate and refer trainee and patient following a blood borne pathogen exposure in a timely and professional manner.
Instruct and assist trainees as needed regarding the use of Epic software for daily functions i.e. appointment requests, patient information, personal planner, assisting and attendance credit.
Coach students regarding patient communication, time management, professional clinic behavior and acceptable clinic attire.
Participate in program interviews and provide feedback regarding student/resident progress.
Manage staff in the conversion of all appropriate appointment requests submitted via Epic accurately and in a timely manner; review treatment plan to ensure proper treatment sequence and identify any improper or "Phantom" appointments. Assist during all special events in clinic to ensure smooth operation.
Other related duties as assigned by Chief of Staff.
Bachelor Degree or equivalent in education and experience, plus four years of related experience.
Minimum of two years' experience in dental office environment.
Principles of business letter and report writing experience.
Intermediate level of Microsoft Word, Excel and email systems.
Basic accounts receivables and payables.
Aptitude to understand Dental terminology and treatment planning.
Epic Dental Software Program or other clinic patient information system experience.
Maintain professional demeanor in stressful and taxing environments.
Maintain confidentiality of materials and information.
Manage time, organize duties and assignments, and set priorities to meet multiple deadlines.
Must be able to multi-task and work under pressure with minimal supervision.
Demonstrate effective and professional written and verbal communication skills with all constituents.
Demonstrate strong attention to detail.
Demonstrate problem solving and follow-through skills.
Demonstrate ability to be flexible and accommodating with changes that happen upon short notice.
Work independently and as a part of a team.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 512878
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.