Graduate Practice Administrator Jobs

• Regular/Temporary: Regular
• Salary Range: $70,000-$82,000
• Hours Per Week: 35
• Job Type: Officer of Administration

Position Summary

Reporting to the Director of Clinical Operations of Specialty Programs, the goal of the Post-Graduate Practice Administrator is to deliver high quality patient centered care and to manage students’/residents’ clinical experiences to result in on-time graduation from the post graduate programs with relevant clinical experiences. The patient centered care component includes the quality of care (clinical care) and the quality of caring (patient experience). The trainees’ clinical experience includes measuring and facilitating trainees along the road map to clinical certification for completion of a post-graduate specialty program.

Responsibilities

• Manage staff in the capture of next appointment information for patients before end of each clinic session.
• 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.
• Scan all export and patient medical documents, images, correspondence, referrals, and forms into Epic.
• 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.
• Complete requirements needed to complete staff payroll.
• Coordinate and refer trainee and patient following a blood borne pathogen exposure in a timely and professional manner.
• Collaborate with curriculum affairs and the program director for the coordination of clinical and didactic schedules.
• Participate in program interviews and provide feedback regarding student/resident progress.
• Schedule clinical meetings (room requests, notification, agendas, etc.) to support program directors.
• Assist and oversee robust scheduling for community practice and help support the clinical operation during extended hours.
• Attend/lead daily huddles and ensure student/resident attendance to huddles; conduct huddles as need in the absence of the program directors.
• 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.
• Other related duties as assigned by Director of Clinical Operations of Specialty Programs.
• Actively manage referral work queues to ensure timely completion or resolution of referral requests.
• Manage patient transfer throughout the year and during the resident/student transition at the end of the academic year.
• Assist in reassigning staff to ensure adequate clinic coverage.
• Coach students regarding patient communication, time management, professional clinic behavior and acceptable clinic attire.
• Manage the dental assisting staff to ensure chairs are set up and maintained, operatory are clean after every patient and materials are stock in the clinic on a daily basis and as needed.
• Provide in-the-moment troubleshooting and assistance for access issues as they are arise-including utilization of waiting lists, virtual chairs, same-day schedule changes—to promote patient access and schedule maximization.
• 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.
• 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.
• 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.
• 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.

Minimum Qualifications

Bachelor's Degree or equivalent in education and experience, plus four years of related experience.

Other Requirements

• Demonstrate problem solving and follow-through skills.
• Maintain professional demeanor in stressful and taxing environments.
• Manage time, organize duties and assignments, and set priorities to meet multiple deadlines.
• Work independently and as a part of a team.
• Demonstrate ability to be flexible and accommodating with changes that happen upon short notice.
• Demonstrate effective and professional written and verbal communication skills with all constituents.
• Must be able to multi-task and work under pressure with minimal supervision.
• Demonstrate strong attention to detail.
• Intermediate level of Microsoft Word, Excel and email systems.
• Epic Dental Software Program or other clinic patient information system experience.
• Minimum of two years’ experience in dental/medical office environment.
• Basic accounts receivables and payables.
• Maintain confidentiality of materials and information.
• Aptitude to understand Dental terminology and treatment planning.
• Principles of business letter and report writing experience.

Equal Opportunity Employer / Disability / Veteran

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