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Job Req ID:  61519

CO Medical Office Coordinator

The Rheumatology Department seeks a Medical Office Coordinator  who will coordinate the day-to-day activities of a multi-faceted medical/research and academic practice to ensure a smoothly functioning office and exemplary patient relations. This individual serves as medical office coordinator for the Arthritis Center, resolves patient problems, third party issues (including insurance) and refers patients to appropriate resources as necessary.


The Medical Office Coordinator offers friendly, courteous, and confidential assistance to patients to ensure that the patient has a positive experience while visiting the Johns Hopkins Division of Rheumatology Clinic. This individual maintains accurate and detailed information on each patient to facilitate a successful patient encounter, and uses automated systems to expedite patient scheduling, pre-registration, and check-in. They will work with others in a team environment exhibiting professionalism and exemplary customer service skills.


Specific Duties & Responsibilities:

  • Schedules patients for new and returns appointments, medical examinations, procedures and consultations.
  • Completes pre-reg to ensure that patient visits, procedures and medications are pre-authorized by third party payers, managed care organizations, and HMO’s.
  • Collate new patient referrals, send them to appropriate physician for review, and distribute them after review for scheduling.
  • Resolves any scheduling conflicts in proactive and timely manner.
  • Demonstrates awareness of limitations of institutional resources, and seeks to maximize physician scheduling within this context.
  • Provides high level of coordination and communication for international and domestic patients, including scheduling multiple visits within a short time frame.
  • Creates processes and systems to ensure high level of service to patients. Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments, etc.).
  • Provides exemplary customer service by utilizing service excellence techniques such as scripting, service recovery and rounding to ensure that patient expectations are exceeded during clinic visit. Resolves and/or elevates any patient problems if proactive and timely manner. 
  • Verifies and enters pre-registration and insurance information into the computer system and prepares daily printed schedules for designated areas. Resolves third party issues. 
  • Demonstrates understanding and sensitivity to diversity. Considers cultural and linguistic differences that may impact patient experience and makes appropriate accommodations/recommendations to ensure patient expectations are exceeded.
  • Prints and mails directions, maps, fee schedules, doctor’s notes, test results and other visit specific information to patients. Sends medical questionnaire forms to patients to obtain missing information.
  • Works in coordination with the clinic staff to ensure accuracy, proper organization and advanced preparation of clinic visits. 
  • Relays information to patients regarding preparation for laboratory tests and examinations.
  • Obtains and/or verifies patient's demographic data by phone or in person.
  • Confirms appointments by telephone and/or mail. Fills vacancies due to cancellations.
  • Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
  • Assists patients, physicians and/or family members with the completion of medical insurance forms.
  • Informs patients of costs of care being provided, and guides them to appropriate resources for further information or assistance. 
  • Logs new patient referrals, contacts new patients for appointments, and sends letters to referring physician offices 
  • Answers phones and provides routine information to callers.  Maintains e-mail group for the clinic and distributes correspondence to the appropriate staff member of physician within the clinic.
  • Processes incoming faxes and mail in a timely fashion. 
  • Collate new patient referrals, send them to appropriate physician for review, and distribute them after review for scheduling
  • Cross-covers front desk and MOC roles in the event of staffing shortages.


Minimum Qualifications (Required)

  • High School Diploma or GED, 
  • Two (2) years secretarial experience, 
  • Medical Office experience preferred 


Preferred Qualifications:

  • Experience in the Johns Hopkins system strongly preferred.


Special Knowledge, Skills & Abilities:

  • Service excellence and service recovery skills and knowledge preferred. 
  • Strong organizational skills and the ability to multi-task a must. 
  • Intermediate typing and computer skills necessary.
  • Medical terminology and a working knowledge of Windows, Microsoft Office and Internet preferred.
  • Knowledge of medical insurance coverage preferred.
  • High level of interpersonal, written and verbal communication skills. 



Classified Title: Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD 
Starting Hourly Pay Rate Range: $15.26 - $21.00/hr (commensurate with experience)
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt  
Location: Johns Hopkins Bayview (Telecommuting Hybrid)
Department name: ​​​​​​​SOM DOM Bay Rheumatology 
Personnel area: School of Medicine


The successful candidate(s) for this position will be subject to a pre-employment background check.


If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.


During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.


The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.


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