Medical Office Coordinator

We are seeking, in the Division of Cardiology, a Medical Office Coordinator to be responsible for overseeing the day-to-day activities of a multi-faceted, high volume clinical division to ensure a smoothly functioning office and excellent patient relations. Providing support in a team-based, service-oriented environment to multiple physicians, the Medical Office Coordinator is responsible for a variety of interactions with patients, insurance companies, and other health professionals in preparation for and following up from the clinic visit. In addition to the clinic support responsibilities, this position will perform other administrative functions to ensure the successful operations of the Division’s clinical practice.

Specific Duties & Responsibilities

Medical Administrative Support

Patient Scheduling

• Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers.
• Coordinate exam room availability with key stakeholders
• Work with Clinical Director and Clinical Operations Administrator and clinical support staff to coordinate clinic schedules for physicians, troubleshooting scheduling conflicts and working closely with the Cardiology Scheduling Office to arrange for routine and emergency patient appointments.
• Collect insurance information, and complete registration in EPIC.
• Triage 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.

• Complete divisional requests for filing, faxing, scanning, copying, answering phones, sorting mail, data entry, and other errands in a timely, accurate, and collegial manner.
• Answer in-coming administrative calls 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, including but not limited to coordinating clinic follow-up of high importance activities, such as,

• Enter patient phone messages and route to physician or nurse, as appropriate.
• Print and send patient letters as necessary.
• Document inbound/outbound phone messages to patients as appropriate.
• Obtaining insurance pre-authorizations.

Respond to ad hoc patient inquiries and requests in a timely, professional, and courteous manner, including communicating relevant information to and from the physician

• 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.
• Ensure up to date insurance information found on Johns Hopkins Managed Care website.
• Facilitate scheduling of lab tests and other procedures.
• Identify dissatisfied patients and initiating service recovery procedures.

• Prepare to support clinic activities from home in case of JHU closure (install virtual desktop and keep electronic reference lists as needed, and make sure you have cell or home phone numbers for physicians, supervisors, and clinic manager).
• Provide coverage to the Division front desk and telephone line. Provide back-up support coverage for lunches, illness, and other time-off requests as needed in the Division.
• Provide leave coverage of other clinical support co-workers’ job duties, including reviewing and triaging patient requests received, performing needed clinical preparation and follow up, providing other support to physicians as needed, and facilitating clinic schedule changes

Academic/General Administrative Support

• Answer office phone, schedule meetings/maintain calendars for physicians, make travel arrangements, maintain filing system (copy or scan as indicated).
• Assist with preparation of correspondence, reports, posters, and related documents.
• Compile information for reports, grant applications, manuscripts, etc.
• Order stock and maintain office supplies.
• May coordinate meetings on behalf of the physician.
• Process reimbursements per department protocol as applicable.

• High School Diploma or graduation equivalent.
• Two years administrative experience.
• Additional education may substitute for one year of experience to the extent permitted by the JHU equivalency formula.

Classified Title: Medical Office Coordinator 
Role/Level/Range: ATO 40/E/02/OD  
Starting Salary Range: $16.20 - $28.80 HRLY ($46,280 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F 8:30 - 5:00pm 
FLSA Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM DOM Cardiology  
Personnel area: School of Medicine