Medical Office Coordinator

We are seeking a Medical Office Coordinator who will coordinate activities and provide clinical & administrative support for a multi-faceted clinical office to ensure a smoothly functioning office and good patient relations. Interact with patients, patients’ families, referring physicians and third-party carriers with regard to patient-related issues. Work with others in a team environment. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support.

Specific Duties & Responsibilities

• Medical Administrative Support.
• Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Gather patient information, fulfill patient needs, educate patients, where applicable, to prevent the need for future contacts and document interactions in applicable systems.
• Provide quality service and support in a variety of areas which may include, but not limited to scheduling, registration and care coordination.
• Review clinic schedules and make adjustments as appropriate.

Patient Scheduling

• Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers who have a non-schegistrar as their Medical Office Coordinator.
• Collect insurance information, and complete registration in EPIC.
• Answer questions from patients about billing and refer to JHU Physician Billing Services and/or JHH Patient Financial Services.
• Support the physician with insurance preauthorization and single case agreement processes by submitting necessary clinical information as instructed by the physician.
• Coordinate follow-up office visits by providing information about treatment and testing locations. Schedule lab tests and other procedures, and/or coordinates with other areas to complete scheduling process.
• When physician’s clinic is cancelled, call patient to re-schedule physician and/or testing appointments pertaining to that visit.
• If requested by physician, complete courtesy calls to patients to remind them of appointment arrival times and answer questions about location, parking, what to bring, etc.
• All information entered into EPIC will be subject to evaluation, quality controls and performance management standards.

Provide administrative support for medical matters on behalf of physicians.

• Answer in-coming call from patients and provide information to patients, as appropriate.
• Routinely check voice mail and return calls to patients within 24 hours.
• Coordinate with patient and/or referring physician to obtain outside medical records. Ensure that all relevant outside medical records are received and scanned into Epic in advance of clinic. Ensure that physician gets medical records in advance per protocol as appropriate.
• Refer patient to appropriate resources/clinical areas.
• Send out letters and post op information to referring physicians, if needed.
• Send out confirmation letters to patients when appointment is scheduled less than 2 weeks out or as needed.
• Receive from physician completed and signed forms requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc. All completed forms should be scanned into EPIC and send original to patients for their records.

Other activity processed in EPIC

• Enter patient phone messages and route to physician.
• Print and send patient letters as necessary.
• Document inbound/outbound phone messages to patients as appropriate.
• Pend RX refills requested and route to physician.
• Pend orders based on defined “Practice Preferences.”
• In-basket – Check messages daily and respond as directed by department policy.

Provide information to patients

• Reinforce information for office visits (e.g. scheduled dates of service, information to bring to the visit, driving instructions, where to park, etc.
• Act as a liaison for patient, coordinating future consultations, diagnostics tests, or procedures.
• Up to date insurance information found on Johns Hopkins Managed Care website.
• Facilitate scheduling of lab tests and other procedures. Determines appropriate schedule for clinical appointments based on physician schedule and does three-way call to hand off patient to call center.

Prescription refills

• Gather information and to pend RX request and route to appropriate clinician.
• Assist as needed with insurance authorizations for non-formulary medications.

• High School Diploma or graduation equivalent.
• Two years of administrative experience.
• Additional education may substitute for one year of experience to the extent permitted by the JHU equivalency formula.
• Complete mandatory ongoing training necessary to schedule new and follow-up appointments as appropriate.

Classified Title: Medical Office Coordinator 
Role/Level/Range: ATO 40/E/02/OD  
Starting Salary Range: $16.20 - $28.80 HRLY ($45,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday to Friday 8:30am - 5pm 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM DOM Endocrinology  
Personnel area: School of Medicine