Sr. Medical Office Coordinator

We are seeking a Sr. Medical Office Coordinator who will serve as the office’s advocate and troubleshooter for patients, patient’s families, referring physicians and third-party carriers with regard to patient related issues. Knowledgeable and competent in all jobs in the office, providing a wide variety of advanced clerical and secretarial support to the practice. Offers friendly, courteous, and confidential assistance to every patient to ensure that the patient has a positive experience while at Johns Hopkins. Maintains accurate information on each patient to facilitate the patient’s encounter. Uses automated systems to expedite patient scheduling, pre-registration, check-in and check-out. Assumes administrative tasks, special projects, and so forth, as requested by the manager of the service. Maintains scheduling system templates for multiple physicians in the department, and Cornea Tech template as indicated. Research and rectify billing inquiries. Provides backup coverage for the front desk and other Medical Office Coordinators.

Specific Duties & Responsibilities

• Prepares for each clinic session in advance using the computer to view appointments, retrieves materials needed to ensure smooth and efficient operations.
• Communicates with Central Call Center regarding scheduling issues and special scheduling requests.
• Schedules Prose, Sclera lens, Blephex, IPL, ILUX appointments
• Train and assist with I &R’s of Prose lens
• Obtain prior authorization for procedures and medications
• Communicates with Registration regarding insurance related matters and coverage issues.
• Assists patients or family members with completion of medical insurance forms.
• Reviews patient charges and extracts chargeable items.
• Informs patients of costs of care and guides them to appropriate resources for further information, guidance, or assistance.
• Evaluates eligibility for alternative sources of financing, refers patient to appropriate offices.
• Collects time of service payments, issues receipts, and prepares cash settlement records.
• Arranges or assists in arranging patient transportation.
• Keep patients and their families informed of delays. Answer phones and provide information to callers
• Schedules patients for laboratory tests, medical examinations, and consultations.
• Relays information to patients regarding preparation for laboratory tests and examinations.
• Coordinates visits both within the department and between several departments.
• Telephones and interviews patients and/or family members to obtain accurate pre-registration information and to confirm appointments.
• Prints and mails directions, maps, fee schedules, and department specific information to patients.
• Scans documentation into electronic medical record.
• Sends medical questionnaire forms to patients to obtain missing information.
• Maintain the templates for faculty, fellows, and technician as needed in coordination with clinic manager or faculty member.
• Screens patient calls and monitors In Basket messages. Answers patients’ medical questions where appropriate and determines if physician/nurse response is required.
• Triages calls and identifies emergent concerns. Notifies physician or schedules emergency appointment as appropriate.
• Assist providers with prescription refill requests and specialty medication ordering. Coordinate medication prior-authorization as needed.
• Determines whether patient referrals are within physician’s sub-specialty or should be referred elsewhere in the department. Determines if patients need to be evaluated by more than one sub-specialist. Schedules appointments and/or makes referral as app
• Coordinates special appointments and arrangements for VIP patients as required.
• Ensures effective interpersonal communication by answering all calls within 3 rings, minimizing caller’s time on hold and speaking with everyone if a friendly and helpful tone.
• Assists patients, patients’ families, referring physicians, and third party carriers to resolve patient related issues.
• Utilizes knowledge of physicians’ practice and requirements of third party payers to provide appropriate documentation to assure authorization/certification for medical services.
• Obtains pre-certifications as required by patient’s health care insurers or managed care providers.
• Maintains familiarity with various types of medical/ophthalmology insurance to explain these plans.
• Coordinate Single Case Agreements as needed.
• 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 (backfill to cover cancelations or add urgent appointments).
• Serves as a liaison for physician practice to department administration, clinical management, and hospital services.
• Assists patients with billing questions and works with billing office to resolve problems.
• Operates office equipment such as computer, copier, fax.
• Assists with calendar maintenance, schedules appointments, and takes steps to ensure coordination between physician meetings/times off and clinical responsibilities, reporting problem areas to administration.
• Retrieve, review, and distribute faxes as appropriate.
• Orders and maintain office supply inventory using cost effective methods.
• Order and pick up ocular surface plates from Microbiology.
• Other duties as required.

• High school diploma required. 
• Minimum two years medical office and/or surgery scheduling experience required.

• AA degree or higher preferred.

Classified Title: Sr. Medical Office Coordinator 
Job Posting Title (Working Title): Sr. Medical Office Coordinator   
Role/Level/Range: ATO 40/E/02/OE  
Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($61,620 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: School of Medicine - East Baltimore Campus 
Department name: 10002992-SOM Oph Anterior Segment 
Personnel area: School of Medicine