Sr. Medical Office Coordinator

We are seeking a Sr. Medical Office Coordinator. Working collaboratively in the Division of Pediatric Endocrinology, the Medical Office Coordinator is 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.

• Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Provide quality service and support in a variety of areas which may include, but not limited to scheduling, registration, and care coordination.
• Carries out duties and responsibilities with limited supervision.
• Makes decisions and establishes work priorities on procedure-oriented operations.
• Responsible for completing regular tasks without repeated instructions.

Patient Scheduling

• Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers.

• Working with Clinical Director and Division Manager and clinical support staff to coordinate clinic schedules for physicians, troubleshooting scheduling conflicts and working closely with the Pediatric 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 coordinate 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 EPIC will be subject to evaluation, quality control 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 the letter’s information to referring physicians, if needed.
• Send out confirmation letters to patients when an 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.

EPIC activity including but not limited to

• Coordinating clinic follow-up of high importance activities
• 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.
• Responding 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 patients, coordinating future consultations, diagnostics tests, or procedures.
• Facilitate scheduling of lab tests and other 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.
• Providing 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 – 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.
• Process reimbursements per department protocol as applicable.

• High School Diploma or graduation equivalent
• Three years progressively responsible medical office experience. Medical terminology required. Intermediate computer and proofreading skills required.
• 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.

• Experience in the Johns Hopkins system strongly preferred.
• Knowledge of prior authorizations.
• Medical terminology skills.

Classified Title: Sr. Medical Office Coordinator   
Role/Level/Range: ATO 40/E/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($58,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F; 8:00 to 4:30 
FLSA Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus  
Department name: SOM Ped Endocrine   
Personnel area: School of Medicine