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Job Req ID:  92979

Medical Office Coordinator

The Medical Office Coordinator* for General Internal Medicine at Johns Hopkins Outpatient Center will support a team of internal medicine providers and their patients. Coordinates the day-to-day activities to ensure a smoothly functioning office and good patient relations. Resolves patient problems, third party issues, or refers patients to appropriate resources. Adapts to changes in technology and software to ensure efficient office practice. *This position is part of the JHU School of Medicine Clinical Operations.

Duties and Responsibilities:

  • Coordinates a multi-faceted, high volume internal medicine practice.
  • Serves as liaison for physician practice to department administration, clinical management, and hospital services.
  • Assists patients, patients' families, referring physicians, and third party carriers to resolve patient related issues.
  • Triages patient calls and medical issues. Answers patient medical questions where appropriate and determines if physician/nurse response is required.
  • Schedules patients for laboratory tests, medical examinations, procedures, and admissions. Resolves any schedule conflicts.
  • Uses automated records systems to access, enter, and edit patient information.
  • Relays information to patients regarding preparation for laboratory tests, examinations, and procedures.
  • Assures all patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
  • Utilizes knowledge of physician(s)' practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services.
  • Demonstrates awareness of limitations of institutional resources, and seeks to maximize physician scheduling within this context.
  • Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments).
  • Maintains familiarity with various types of medical insurance to explain these plans.
  • Informs patients of costs of care being provided, and guides them to appropriate resources for further information, guidance, or assistance.
  • 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.
  • Arranges or assists in arranging patient transportation.
  • Collaborates with office and clinic staff to coordinate appointments and resolve urgent issues.
  • Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
  • Ordering supplies for clinical area in SAP (online shopping) as well as other accounts payable duties for clinical area (paying invoices with online payment, travel reimbursements, expense reimbursements).
  • Responsible for other administrative office duties as assigned.

Scope of Responsibility: Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department.

Decision Making: On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

Communication: Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.

Special Knowledge, Skills, and Abilities:


Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software including Microsoft Office applications. Knowledge of medical terminology required. Knowledge of insurance coverage preferred. Successfully completes all training courses required for access to Epic and other software systems. Complete all required HIPAA courses and other specified online training courses.


Ability to interact successfully with the public. Ability to perform effectively despite sudden deadlines and changing priorities. Ability to maintain personal composure in high stress situations. Demonstrated interpersonal, written and verbal communication skills are required to service a diverse customer base. Ability to demonstrate and convey a favorable image of the organization and to conform to proper standards of professional dress, attitude and demeanor. Ability to demonstrate a high level of interpersonal skills required to interact with patients, patients’ families/visitors and clinical staff. Ability to perform with a high degree of accuracy and with meticulous attention to detail. Demonstrate a strong ability to use initiative and judgment and to identify, analyze and solve problems. Ability to demonstrate self-direction and initiation. Ability to work independently and as a part of a team.

Physical Requirements:

Ability to stand, walk or sit for an extended period of time. Reaching by extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal range Possible exposure to communicable diseases

Minimum Qualifications
  • High School or graduate equivalent
  • Two years administrative experience
  • Additional education may substitute for experience to the extent permitted by the JHU equivalency formula

  • JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.




    Classified Title: Medical Office Coordinator 
    Role/Level/Range: ATO 40/E/02/OD  
    Starting Salary Range: Commensuate with experience 
    Employee group: Full Time 
    Schedule: Monday - Friday 8:30-5:00 
    Exempt Status: Non-Exempt 
    Location: School of Medicine Campus  
    Department name: SOM DOM General Internal Medicine
    Personnel area: School of Medicine



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


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    Equal Opportunity Employer

    All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.


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