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Job Req ID:  101119

Medical Office Coordinator

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

Medical Administrative Support role. 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 further contact and document interactions in applicable systems. Provide quality service and support in a variety of areas which may include, but are not limited to scheduling, registration and care coordination.

Specific Duties & Responsibilities

Patient Scheduling

  • If approved to schedule in EPIC, schedules appointments.
  • Schedule new and follow-up clinic appointments, and assist in canceling and rescheduling of clinics for providers who have a non-registrar as their Medical Office Coordinator.
  • Collect insurance information, and complete registration in EPIC.
  • Answer questions from patients about billing and refer to JHU Professional Billing Service and/or JHH Patient Financial Services as needed.
  • 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.

- OR -

  •  If not approved to schedule patients in EPIC, refer patients to Patient Access Services to schedule appointments and procedures. Participate in multi-party conversations to ensure appropriate timing of services and medical records as required by physician.

General Administrative Duties

  • 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.
  • Review clinic schedules, and make adjustment as appropriate

Other activity & processing

  • 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.
  • Update 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.
  • Coordination of OR Cases (If appropriate)
  • Work with surgical scheduling coordinator to post all OR cases.
  • Verify that the posting sheet is completed and signed by the surgeon and scanned within EPIC.
  • Send out surgical packet to patient with pre-op instructions.
  • Verify all documents are received and scanned appropriately into EPIC prior to date of surgery.
  • Prepare to support clinic activities remotely in case of JHU closure (install virtual desktop and keep electronic reference lists as needed, and have cell or home phone numbers for physicians, supervisors, and clinic manager).

Academic/General Administrative Support – As necessary

  • Provide general administrative support to one or more physicians
  • 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. May assist with preparation of sponsored project material.
  • Process reimbursements per department protocol as applicable.

Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Two years administrative experience.
  • Additional education may be substituted for one year of related experience.

Preferred Qualifications

Classified Title: Medical Office Coordinator 
Role/Level/Range: ATO 40/E/02/OD  
Starting Salary Range: $15.70-$21.65 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F 8:30 - 5Pm 
Exempt Status: Non-Exempt 
Location: ​​​​​​​Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM DOM Gastroenterology  
Personnel area: School of Medicine 


Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

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


The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.


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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Accommodation Information

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Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit


The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.


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