Medical Office Coordinator

We are seeking a Medical Office Coordinator who will coordinate daily activities of a multi-faceted clinical/research office to ensure a smoothly functioning office and good patient relations. Coordinates administrative activities for three faculty within the Division of Pulmonary and Critical Care Medicine, and the General Pulmonology clinic at Bayview Medical Center. Interacts with patients, patients' families, referring physicians and third-party carriers with regard to patient-related issues. Works with others in a team environment. Interprets operating policies and exercises independent judgment in the resolution of administrative problems.

Specific Duties & Responsibilities

Scheduling Responsibilities

• Schedules patients for various procedures, clinic appointments/consultations and other ancillary tests/procedures at Johns Hopkins Hospital (JHH) and Johns Hopkins Bayview Medical Center (JHBMC). Resolves any schedule conflicts. Uses automated records systems to access, enter and edit patient information.
• 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, etc.)
• Works with Johns Hopkins Central Scheduling to confirm all patient clinic and procedure appointments, ensuring that patients have plans to arrive for their procedures/office visits and have appropriately prepared for their procedures. Fills vacancies due to cancellations.
• Verifies and enters pre-registration and insurance information into the computer system and verifies that the office calendar is up to date and accurate.

Clinical Administrative Responsibilities

• Coordinates a multi-faceted, high volume medical practice. Serves as liaison for physician practice to department administration, clinical management and hospital services.
• Assists patients, patients' families, referring physicians and third-party insurance companies 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.
• Relays information to patients regarding preparation for laboratory tests and examinations. Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Maintains familiarity with various types of medical insurance to explain these plans.
• If a patient must be admitted to the hospital, ensures all JHU and JHBMC administrative tasks are completed to direct admit the patient to the appropriate inpatient nursing floor.
• Obtains precertification as required by patients' health care insurers or managed care providers. Utilizes knowledge of physician(s)' practice and requirements of third-party payers to provide appropriate documentation to assure authorization/certification for medical services.
• 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.
• Uses automated systems to access, enter and edit patient information.

Administrative Assistant Responsibilities

• Types and sends routine correspondence.
• Answers telephone, screens callers, and relays messages to the appropriate provider
• Maintains calendar, schedules appointments and meeting rooms.
• Opens, sorts and screens mail.
• Files in alphabetical order and locates material from files.
• Assists with making routine travel and accommodation arrangements and produces an itinerary for each travel event.
• Processes reimbursement for physicians via SAP.
• Coordinates the servicing of office equipment.
• Completes various request forms for office supplies and equipment as directed.
• Prints and mails/emails/faxes directions, maps and department-specific information to patients.

Customer Service and 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. Verbally expresses appreciation when ending a conversation with a caller.
• Handles and resolves patient complaints non-defensively and without blame to other employees. Seeks to satisfy a dissatisfied customer.
• Is generous in assisting and supporting others. Participates in covering telephones and assisting other faculty and staff when needed.

Computer Knowledge Expectations

• Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software.
• Successfully completes all required EPIC training courses as well as other software systems required for the position.
• Completes all required HIPAA and other specified online training courses.
• Other duties, for all categories, as assigned.

• High School Diploma or graduation equivalent
• Two years administrative experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

• Two years medical office experience preferred.
• Medical terminology preferred.
• Experience in the Johns Hopkins system strongly preferred.

Classified Title: Medical Office Coordinator 
Role/Level/Range: ATO 40/E/02/OD  
Starting Salary Range: $16.20 - $28.80 HRLY ($43,238 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday-Friday 8:30am to 5pm 
FLSA Status: Non-Exempt 
Location: Hybrid/Johns Hopkins Bayview 
Department name: ​​​​​​​SOM DOM Pulmonary 
Personnel area: School of Medicine