Medical Office Coordinator

The Department of Medicine, Division of Gastroenterology is seeking a Medical Office Coordinator to facilitate the day-to-day activities of a multi-faceted medical practice to ensure a smoothly functioning office and good patient relations, assist multiple faculty members, and resolve patient problems. The Medical Office Coordinator will address third party issues (including insurance) and refer patients to appropriate resources.

Specific Duties and Responsibilities

Scheduling Responsibilities

• Schedules patients for various procedures, clinic appointments/consultations and other ancillary tests/procedures. 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.)
• Confirms all patient clinic and procedure appointments by telephone, 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 prepares printed schedules when appropriate.

Clinical Administrative Responsibilities

• Assists physician(s) and nurse practitioner(s) in monitoring signing of operative notes, discharge summaries and clinic notes. Distributes clinic and procedure notes to referring physicians.
• Coordinates a multi-faceted, high volume medical practice. Serves as liaison for physician practice to department administration, clinical management and hospital services.
• As appropriate, enters professional fee charges into an electronic billing system.
• 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 administrative tasks are completed to direct admit the patient to the appropriate inpatient nursing floor.
• 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.
• Ensures all JHU administrative tasks are completed to direct admit the patient to the appropriate inpatient nursing floor.
• Obtains pre-certifications as required by patients’ health care insurers or managed care providers. Utilizes knowledge of physician(s)’ practice and requirements of third party payors 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 Responsibilities

• Serves as administrative assistant to Physician.
• Assists with administrative tasks associated with the preparation of research grants (copying, faxing, mailing, obtaining information from other departments/divisions/faculty, etc.).
• Types routine correspondence and reports from dictation or handwritten copy using personal computer.
• Transcribes machine dictated medical reports and other documentation using medical terminology.
• Uses personal computer to prepare manuscripts, grant proposals, statistical reports, tables and charts using knowledge of scientific, medical, literary or other technical terms.
• Answers telephone, screens callers, relays messages and greets visitors.
• 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.
• Coordinates the servicing of office equipment.
• Completes various request forms for office supplies and equipment as directed.
• Prints and mails/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 and EPR and other software systems
• 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 of administrative experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

• Experience in the Johns Hopkins system.
• Knowledge of medical insurance coverage and medical terminology.

Classified Title: Medical Office Coordinator   
Role/Level/Range: ATO 40/E/02/OD  
Starting Salary Range: $16.20 - $28.80 HRLY ($46,800 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F 8:30a - 5p 
FLSA Status: Non-Exempt 
Location: Hybrid/Johns Hopkins Bayview  
Department name: SOM DOM Gastroenterology  
Personnel area: School of Medicine