Administrative Coordinator

We are seeking an Administrative Coordinator (surgical coordinator) who will provide administrative and clinical support for the Division of Adult Urology to include the director, physicians, and clinical scheduling coordinators.

Specific Duties & Responsibilities

Patient Scheduling Responsibilities

• Coordinate scheduling of clinic appointments, procedures, and other ancillary tests/lab tests/procedures and coordinate with other areas to complete scheduling process. Monitor Procedures email group and post cases as assigned.
• Ensure that all patients have their outside medical records scanned into Epic for review in advance of office visits.
• Assist with rescheduling patient appointments for canceled clinics.
• Contact all new patients prior to their first appointment to confirm appointment and location.
• Answer clinical providers patient appointment phone number and triage requests accordingly.

Medical Administrative Support

• Professionally and efficiently, handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Gather patient information, answer questions from patients, where applicable, and document interactions in applicable systems.
• Refer patients to appropriate resources for information, guidance, or assistance.
• Assists patients, patients' families, referring physicians and third-party insurance companies to resolve patient-related issues.
• Answer in-coming calls from patients and provide information to patients, as appropriate.
• Triage patient calls where appropriate and determine if medical staff response is required.
• Assure all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Scan patients outside medical records and upload into their electronic charts in EPIC.
• Organize and obtain all materials for surgeon care of patients.
• This includes outpatients and inpatients from obtaining pathology reports, pulling charts, making new patient charts, filing patient materials, obtaining x-rays and notes from referring physicians.
• Obtain precertification as required by patients' health care insurers or managed care providers.
• Utilize knowledge of medical staff(s) practice and requirements of third-party payors to provide appropriate documentation to assure authorization/certification for medical services. Assist patients or family members with completion of medical insurance forms.
• Assist in preparation of forms to complete as requested by the patient such as, Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc. Scan completed forms into electronic charts in EPIC and send original to patients for their records. Copy and send medical records to other physicians and insurance companies as requested by patients and any other correspondence as needed by patients.
• Monitor fax server (Hermes) and index faxes.

Administrative Assistant Responsibilities

• Receive and screen incoming faxes, calls, and mail; prioritize, organize, and designate necessary action to be taken, deadlines, and follow up.
• Maintain an accurate log of outgoing correspondence.
• Schedule, coordinate, and set up meetings for faculty.
• Provide administrative support, including document formatting and typing meeting agenda, material, and minutes.
• Circulate meeting invitations, agenda, and minutes, as assigned.
• Make travel arrangements and coordinate traveling schedule with clinic staff.
• This includes airline reservations, hotel accommodations, registration forms, etc.
• Types travel itinerary.
• Assist faculty in their capacity as editors of several medical bulletins.
• Responsibilities include receiving manuscripts, maintaining a record of each manuscript, corresponding with authors and publishers.
• Coordinating submission and galley review of chapters from authors and publishers.
• Keep Curriculum Vitae.
• Keep appointment books and activities.
• Schedule all administrative meetings.
• Coordinate schedule with clinic staff.
• Keeps track of deadlines, projects and coordinates all organizational aspects of division. Operate personal computer to access e-mail, electronic calendars, computerized scheduling and documentation databases and other basic office support software.
• Use automated records system to access, enter, and edit patient information. Establish and maintain office files.

Customer Service & Teamwork Responsibilities

• Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors. Utilizes proper telephone etiquette.
• Warmly greets patients and visitors.
• Handles and resolves patient complaints non-defensively and without blame to other employees. Seeks to satisfy a dissatisfied customer.

Computer Knowledge Expectations

• Maintain all office equipment such as copier and fax machines.
• Successfully completes all required EPIC training courses.
• Completes all required HIPAA and other specified online training courses. Other duties, for all categories, as assigned.

Special Knowledge, Skills, & Abilities

• Proficiency in the use of software applications, databases, spreadsheets, and word processing required. Knowledge of medical terminology required.
• Strong organizational skills required.
• Excellent attention to detail required.
• Must have excellent time management skill.
• Ability to understand and implement support for clinical trials.
• Ability to manage multiple projects at once, and effectively prioritize each. Requires outstanding verbal communication and interpersonal skills.
• Must adhere to guidelines regarding honest reporting of sensitive and confidential patient information. Employee will be required to complete specific training related to HIPAA, human subjects research, EPIC, and other specified training courses as the position requires. Understands the importance/impact of data integrity in terms of patients, study results, costs, quality of service and scientific research in general. Regular contact with physicians, other health care personnel and patients requires the use of good judgment, tact and sensitivity.
• Basic knowledge of operating a personal computer to access email, utilize electronic calendar systems and databases, and use of basic computer software (Microsoft Word, Outlook, Excel, Adobe)
• Prior knowledge or willingness to learn how to use Hopkins based systems such as EPIC, CRMS, etc. that are integral pieces of the medical and medical research enterprise at JHMI.

Technical Qualifications or Specialized Certifications

• PC related software, printers, copiers and scanners.

Physical Requirements

• Able to sit in a normal seated position for extended periods.
• Able to reach by extending hand(s) or arm(s) in any direction.
• Finger dexterity required, able to manipulate objects with fingers rather than entire hand(s) or arm(s), e.g., use of computer keyboard.
• Able to communicate using the spoken and written word.
• Able to see within normal parameters and to hear within normal range.
• Able to move about.
• Able to lift minimum weight, 10 lbs.

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

• Associate's or Bachelor's Degree.
• Experience using EPIC.

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Administrative Coordinator   
Role/Level/Range: ATO 40/E/02/OE  
Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($25.75/hour targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 A.M - 5:00 P.M. 
Exempt Status: Non-Exempt 
Location: School of Medicine - East Baltimore Campus 
Department name: 10003209-SOM Uro Adult Urology 
Personnel area: School of Medicine