CO Medical Office Coordinator

The Department of Psychiatry and Behavioral Sciences is seeking a CO Medical office Coordinator to coordinate activities and provides secretarial support for a multi-faceted clinical/research office to ensure a smoothly functioning office and good patient relations. Interacts with patients, patients’ family members, referring physicians, and third-party carriers with regard to patient-related issues. 

Specific Duties & Responsibilities

• Schedule meetings and maintain calendars for Department of Psychiatry providers at Howard County General Hospital.
• Acts as communication liaison between Department of Psychiatry at HCGH and home department.
• Acts as liaison between Department of Psychiatry at HCGH and important HCGH stakeholders including but not limited to the executive office, facilities department, IT department, and the medical staff office.
• Coordinates a multi-faceted clinical/research office.
• Assists patients, referring physicians, and third-party carriers to resolve patient related issues.
• Schedules patients for laboratory tests, medical examinations, and consultations.
• Acquires medical/psychiatric records of patients.
• Researches and prepares specialized reports and budgets.
• Relay information to patients regarding preparation for laboratory tests and examinations. Maintains familiarity with various types of medical insurance plans.
• Obtains pre-certifications as required by patients' health care insurers or managed care providers. Assists patients or family members with completion of medical insurance forms.
• Informs patients of costs of care being provided, and guides them to appropriate resources for further information, guidance, or assistance.
• Arranges or assists in arranging patient transportation.
• Types routine correspondence and reports from dictation or handwritten copy using personal computer.
• Transcribes machine dictated medical reports and other documentation using medical terminology.
• Performs data entry of consult questionnaires.
• Answer telephone, screens callers, relays messages, and greets visitors.
• Maintain department files-Files in alphanumeric order and locates material from files.
• Assists with making routine travel and accommodation arrangements.
• Coordinates the servicing of office equipment.
• Opens, sorts and screens mail.
• Operates personal computer to access e-mail, electronic calendars, and other basic office support software. Uses automated systems to access, enter, and edit patient information.
• Completes various request forms for office supplies and equipment as directed.
• Other duties as assigned.

EPIC Schegistrar

• Register and schedule follow up patient appointments and new patients.
• Manage patient messages.
• Enter telephone encounters.
• Print patient letters and patient correspondence.
• Review clinical information and print records.
• Scanning patient information.
• eRx refill and orders messaging to prescribers.
• MyChart.
• Pend orders and route to provider for authentication.
• Serve as back-up EPIC Schegistrar as needed in other Psychiatry clinics.
• Collects time of service payments and enters into EPIC.

EPIC Proficiency /Training

• Regular audits of EPIC competency, 90% or greater registration accuracy required.
• Maintain competency by completing annual recertification training and passing all assessments.

Service Excellence

• Must adhere to Service Excellence Standards.
• Customer Relations.
• Self-Management.
• Teamwork.
• Communications.
• Ownership/Accountability.
• Continuous Performance Improvement.

Special Knowledge, Skills, & Abilities

• Ability to work independently.
• Attention to detail and good proofreading skills.
• Excellent communication skills both written and oral.
• Excellent organizational skills require balancing multiple assignments.
• Ability to interact effectively with individuals at all levels and from diverse cultures.
• Clinical sensitivity required.
• Knowledge of medical terminology.
• Experience in the Johns Hopkins system strongly preferred.

Physical Requirements 

• While performing the duties of this job, the employee may remain in a stationary position (sitting or standing) up to 50% of the time. Occasionally required to traverse throughout the work area or to retrieve equipment, supplies, or specimens from other locations on campus. The employee is required to operate computer keyboard and mouse 75% of the day.
• Prolonged vision requirements including viewing computer screen, paper reports/documents, charts. Visual acuity is required to distinguish fine gradation of color.
• Position requires frequent use of the telephone, while multi-tasking to retrieve or review information from the computer in order to assist callers quickly and confidentially. Must be able to communicate in a clear, concise, and professional manner.
• May transport materials usually less than 40 pounds from one area to another; this includes when assigned walking multiple times per day to other locations on campus (up to 1 hour of walking at a time). When needed staff have use of a cart to transport items, which would require pushing or pulling.

• High School Diploma or graduation equivalent.
• Two years secretarial experience required.
• Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.

• Epic scheduling experience.
• Two years medical office experience.

Classified Title: Medical Office Coordinator 
Job Posting Title (Working Title): CO Medical Office Coordinator   
Role/Level/Range: ATO 40/E/02/OD  
Starting Salary Range: $16.00 - $28.50 HRLY ($50,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:00 am - 4:00 PM 
Exempt Status: Non-Exempt 
Location: JH at Howard County Hospital 
Department name: ​​​​​​​PSYCHIATRY COMMUNITY HOSPITALS 
Personnel area: School of Medicine