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Job Req ID:  61517

Sr. Medical Office Coordinator

The Gastroenterology Department seeks a Senior Medical Office Coordinator  who will coordinate the day-to-day activities of a multi-faceted medical practice to ensure a smoothly functioning office and good patient relations and serve as administrative assistant to multiple faculty members. This role resolves patient problems, third party issues (including insurance) and refers patients to appropriate resources, serves as a resource in a team environment and adapts to changes in technology and software to ensure efficient office practice. 

 

Specific Duties & 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.
  • 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.
  • 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 Assistant 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.

 

Minimum Qualifications (Required)

  • High School Diploma/GED,
  • Three (3) years progressively responsible medical office experience,
  • Medical terminology required, 
  • Intermediate computer and proofreading skills, 
  • Experience in the Johns Hopkins system strongly preferred.

 

  • Additional education may be substituted for up to one year of experience. 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

 

Preferred Qualifications:

  • Experience in the Johns Hopkins system strongly preferred.
  • Knowledge of medical insurance coverage preferred.
  • Medical terminology skills preferred.

 

 

Special Knowledge, Skills & Abilities

  • Intermediate computer and proof reading skills.
  • Basic computer skills and a knowledge of Microsoft Office applications required.

 

 

 

Classified Title: Sr. Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OE 
Starting Hourly Pay Rate Range: $17.42 - $23.95/hr (commensurate with experience)
Employee group: Full Time 
Schedule: Monday - Friday, 40 hours/week 
Exempt Status: Non-Exempt  
Location: School of Medicine Campus (Telecommuting possible)
Department name: ​​​​​​​SOM DOM Gastroenterology
Personnel area: School of Medicine

 

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

 

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

 

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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School of Medicine - East Baltimore Campus