Administrative Aide

Administrative Aide

Under the direct supervision of the Predoctoral Manager, the Administrative Aide is responsible for the smooth operations of all assigned clinical providers and areas, scheduling appointments, and processing payment for clinical services. The Administrative Aide should exhibit exceptional medical practice support skills. Using sound judgment and initiative to solve problems independently. He/she will also provide high-level administrative support to the Predoctoral Manager, to support streamlined operations and patient centered care.

Responsibilities

• Directly assist the Predoctoral Manager overseeing scheduling requests and adjustments through close monitoring of all relevant work queues, pools and In Baskets in Epic, addressing aging and backlogs through follow up with appropriate support staff, students/residents, and faculty.
• The Administrative Aide is responsible for reviewing daily, weekly, and monthly schedules for their assigned area regularly, to ensure accuracy of schedules.
• Manages daily calendar for the Predoctoral Manager, assisting with meeting and event coordination, as needed.
• Help develop various reports to track clinic operation activity.
• Supports efforts to develop/streamline clinical protocols and workflows along with dissemination of relevant information.
• Helps to mentor Dental Receptionists to resolve complex issues/cases and help manage patient complaints. Escalate such cases to Supervisor for resolution. Ensures remedy is executed in a successful manner.
• Oversee referral work queues to ensure timely completion or resolution of referral requests.
• Posts payments and reconcile financial data electronically, runs and reviews daily clinic reports, while maintaining confidentiality of sensitive information.
• Provide in-the-moment troubleshooting and assistance for access issues as they arise, including utilization of waiting lists, virtual chairs, same-day schedule changes, to promote patient access/schedule maximization. Working closely with internal and external scheduling teams.
• Supports patient reception, registration, and inquiries, verifying insurance eligibility when needed.
• Responds to patient inquiries related, but not limited to treatment plans, billing, and collections.
• May rotate to other sites and serve as Team Lead.
• Under the direction of the Predoctoral Manager, help coordinate activities of the Dental Receptionists.
• Covers patient reception, registration, and inquiries, verifying insurance eligibility when needed.
• Supports end-of-day cash collections workflow.
• Collect payments and issue receipts.
• Performs other duties and responsibilities as assigned.

Minimum Qualifications

• Bachelor's degree plus two to three years of related experience or equivalent in education and/or business experience.
• More advance skills required.

Preferred Qualifications

• Bilingual - English and Spanish.
• Payment handling experience and 2 years' experience with computer input.

Other Requirements

• Able to build relationships and interact with diverse groups of individuals at all levels through influence and persuasion.
• Employee must also exhibit strong follow-through, establish and maintain effective working relationships with staff, students, and faculty, and maintain confidentiality of protected health and sensitive information.
• Able to meet deadlines, work under pressure, and undertake multiple tasks as required.
• Requires effective communication (written and verbal), and interpersonal skills.
• Knowledge of EHR and electronic scheduling systems.
• Knowledge of MS Office (Outlook, Word, Excel).

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.