The Executive Assistant will be responsible for managing the day-to-day operations of the Academic and Clinical Office of the Chief of Pediatric Surgery. Responsibilities will include: coordinating the Chief's daily schedule, as well as travel arrangements and speaking engagements; facilitating the Chief's timely response to correspondence; coordinating national and international professional commitments including preparing presentation material, agendas, slides and PowerPoint graphics. Additionally, the incumbent will facilitate and coordinate recruiting activities and assist in the coordination of new hires; monitor compliance with University and Regulatory Policies; develop and implement effective office systems and procedures; manage and designate appropriate workflow in the Chief's office.
The position handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. The Executive Assistant independently manages multiple tasks and projects with competing priorities and deadlines, screens and prioritizes communications and opportunities from external and internal sources, and organizes and maintains administrative processes.
Answer high volume phone in a pleasant/responsive manner and direct all calls appropriately
Provide support and back-up to practice manager for certain administrative responsibilities
Coordinate surgical and outpatient practice.
Maintain academic calendar including coordination of research and departmental meetings and provide administrative support as needed.
Follow all front-end processes including demographic collection, insurance verification and other protocols as mandated by ColumbiaDoctors policies.
Ensure proper referrals and/or prior authorizations are in place for office appointments, radiology and surgery as needed. If not needed, then indicated in detail in EPIC.
Mail new patient packet/paperwork to all patients prior to their appointment and ensure to collect and scan before the day of visit.
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 within Experian to ensure all patient insurance information is verified and entered into EPIC appropriately.
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 Divisional Administrator and/or Practice Manager as needed.
Maintain a neat and orderly work area.
Will work as a functional member of the division.
Will attend staff meetings as requested
Conforms to all applicable HIPAA, Billing compliance and safety guidelines.
Employee will ensure patient centered care by demonstrating behaviors that reflect a Culture of Service and will strive to meet the expectations of the â€œSeven Competenciesâ€�.
Assist with the management and coordination of the Pediatric Surgery Fellowship program
Conforms to all applicable HIPPAA, Billing Compliance and Safety Guidelines
Bachelor's degree or equivalent in education and experience required.
Minimum related experience:
3 years related experience.
Knowledge of Medical terminology. 1-2 years of related experience.
Possess knowledge of modern office equipment, systems and procedures.
Ability to work independently and takes initiative to improve overall office operations.
Strong interpersonal skills.
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: 514643
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.