Administrative Coordinator

Columbia University New York, NY
The administrative coordinator is responsible for answering phones, scheduling patient office visits, surgical scheduling and other ancillary testing as needed. He/She will be responsible for working closely with the surgeon and clinical team during outpatient hours and perform check out functions. He/She will be responsible for maintaining the surgeon's academic calendar and provide administrative support for meetings as needed. The administrative coordinator will ensure that all patients, visitors, guests and co-workers receive personalized, prompt attention and are treated with receptiveness, dignity and respect. He/She will work closely with the Practice Administrator and provide support for the Price Center as needed.

1.Maintain academic calendar for Thoracic surgeons, including coordination of research, departmental meetings and provide administrative support as needed.

2.Coordinate travel arrangements and reimbursement as needed.

3.Responsible for oversight and guidance of meaningful use metrics for the Division of Thoracic Surgery.

4.Support front desk as needed, and reconcile end of day payments.

5.Answer high volume phone in a pleasant/responsive manner and direct all calls appropriately.

6.Coordinate surgical and outpatient practice.

7.Follow all front-end processes including demographic collection, insurance verification and other protocol as mandated by ColumbiaDoctors policy.

8.Ensure proper referrals and/or pre-certifications are in place for office appointments, biopsies, radiology and surgery as needed. If not needed, then indicated in detail in IDX.

9.Obtain and scan new visit paperwork prior to appointment.

10.Mail new patient packet prior to appointment.

11.Provide all check out functions including any ancillary testing required and surgical scheduling with appropriate preoperative testing.

12.File and scan chart notes and other medical information in appropriate folder within CROWN SCAN.

13.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.

14.Work with Experian to ensure all patient insurance information is correct.

15.Work closely with nursing team to ensure that all preoperative clearance and paperwork is obtained and scanned into CROWN prior to surgery.

16.Fax consult, office visit, operative, pathology and post op reports to referring MDs.

17.Provide front desk coverage as needed, as well as end of day reconciliation.

18.Provide cross coverage as needed.

19.Complete special projects as requested by Section Chief, Division Administrator and Practice Administrator as needed.

20.Conform to all applicable HIPAA, Billing compliance and safety guidelines. Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant Bachelor's Degree or equivalent years in experience.

3 or more years experience in healthcare administration or medical secretary work.

Surgical scheduling experience preferred. Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant Special Instructions Preferred Qualifications Essential Functions CROWN/Allscripts



OR Manager


Microsoft Office

Proficiency with technology

Effective interpersonal and communication skills required. Additional Essential Functions (Limit to 3950 characters.) Special Indications

This position works with: There are no special indications for this position