Administrative Coordinator

Position Summary

The Administrative Coordinator will be responsible for managing the day-to-day operations of the Academic and Clinical Office of the Chief of Cardiac Pediatric Surgery. 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 and is critical to the Chief's success. 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.

Responsibilities

• Participate in EPIC-related meetings and serve as the Division liaison to staff.
• Develop and implement standardized office procedures.
• Manage high-volume phone communications in a professional and responsive manner, directing calls as appropriate.
• Coordinate and maintain physicians’ academic and travel schedules.
• Prepare travel itineraries and process travel and business expense reports.
• Responsible for all internal and external communications, including the preparation of confidential correspondence, transcriptions, office letters, operative and pathology results.
• Oversee the timely update and renewal of CVs, professional 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 EPIC.
• Manage scheduling for surgery, and provide letters as needed. Work closely with clinical team for seamless coordination of cases. 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 .
• 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. Provide cross coverage as needed.
• Fax consult, office visit, operative, pathology and post op reports to referring MDs.
• Complete special projects as requested by Chief, Division Administrator and Practice Manager as needed.
• Conform to all applicable HIPAA, Billing compliance and safety guidelines.

Minimum Qualifications

Bachelor's degree or equivalent in training, and /or experience, plus 3 years of related experience.

Other Requirements

The incumbent must be able to deal with situations involving very confidential and complex matters, and have independently responded to inquiries without having to ask the Division Chief.

Demonstrate responsibility for professionalism, personal growth for subordinates and development including projecting a positive attitude toward the operation, completing assignments in a timely and cost efficient manner, and accepting and responding to positive criticism.