Sr. Medical Office Coordinator

We are seeking a Sr. Medical Office Coordinator who will provide a broad range of administrative and clinical support to the Glaucoma division, including the Medical Director, Clinic Manager and faculty. Responsibilities include assisting with daily administrative operations, coordinating and scheduling complex appointments and meetings, coordinating travel reimbursements and preparing associated materials, ordering supplies for the clinic, preparing correspondence, compiling data, answering telephones, and coordinating special projects.

Coordinate activities to provide administrative support for the glaucoma clinic to ensure a smoothly functioning office and excellent patient relations. Work with others in a team environment. Provide administrative support for medical matters on behalf of physicians. Display responsible behaviors, communicate effectively with others and function as a member of the healthcare team. Demonstrate problem solving skills as they relate to patient care activities. Provide guidance for and act as a role model for other staff in the clinical area.

Interact with patients, patient’s families, referring physicians and third-party carriers with regard to patient related issues. Offer friendly, courteous, and confidential assistance to every patient to ensure that the patient has a positive experience while at Johns Hopkins. Maintain accurate information on each patient to facilitate the patient’s encounter. Secure authorizations from medical insurance companies and process single case agreements. Use automated systems to expedite patient scheduling, pre-registration, check-in and check-out including accepting payment for services. Maintain scheduling system templates for multiple physicians. Research and rectify billing inquiries. Provide backup coverage for the front desk.

Acts proactively to trouble shoot issues; resolves and diffuses patient problems and conflicts. Works with others in a team environment.

Specific Duties & Responsibilities

• Screens patient calls and medical issues. Answers patient medical questions where appropriate and determines if physician response is required.
• Schedules patients for laboratory tests, medical examinations, minor procedures.
• Resolves any schedule conflicts. Uses automated records systems to access, enter, and edit patient information.
• Coordinates visits either within the department or between several departments.
• Telephones and interviews patients and/or family members to obtain accurate pre-registration information and to confirm appointments.
• Verifies and enters pre-registration and insurance information into the computer system and prepares daily printed schedules for designated areas. Obtains and/or verifies patient's demographic data by phone or in person.
• Responds to requests for completion of various medical forms for patients such as Disability forms, Worker's Compensation forms, etc.
• 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).
• Assists patients or family members with completion of medical insurance forms. Answers phone and provides routine information to callers.
• Scans medical records documents into the electronic medical records system.
• Monitors the in-basket in the electronic medical record system. Handles basic in-basket requests and forwards others as necessary to the appropriate resource. Documents appropriately in the system.
• Collects time of service payments, issues receipts, and prepares cash settlement records as required for cross-coverage.
• Discusses patient charges, if appropriate, with patients and/or patients' families. Refers patient to appropriate office if financial counseling is necessary.
• Maintains familiarity with various types of medical insurance to explain these plans.
• Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
• Maintains appropriate level of office supplies and medical forms, orders additional stock in a timely manner.
• Maintains all day-to-day changes to physician schedule and ensures that there are no errors with the clinical template/surgery schedule including days out, times out, etc.
• Coordinates with other office staff about any appointments/surgeries to be rescheduled, handles rescheduling of appointments as needed, and follows-up to ensure all appointments are rescheduled.
• Maintains calendar for faculty, which includes scheduling meetings, lecture and grand round schedules, speaking engagements, and attendance at local, national and international meetings.
• Locates and compiles information and formats reports, graphs, tables, records.
• Acts as backup to the front desk by assisting with incoming calls, voicemails, emails, and faxes.
• Prepares and distributes agenda and minutes for internal meetings.
• Maintains legal files and bills for completed work, monitoring payments and tracking receipts.
• Coordinates paperwork for observers, visitors and/or research fellows.
• Coordinates details for various committees, education presentation and organizational assignments.
• Facilitates fund raising efforts with doctors, VIPs and the Wilmer Development Office.
• Prepares and processes travel reimbursements.
• Processes renewal of meeting dues and registration fees.
• Works with social worker to assist patients in need.
• May perform duties of a sensitive and confidential nature.
• Perform other duties as required.

• 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.

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: $18.20 - $33.90 HRLY ($29.95/hour targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30 am - 5:00 pm 
FLSA Status: Non-Exempt 
Location: School of Medicine - East Baltimore Campus 
Department name: 10002994-SOM Oph Glaucoma 
Personnel area: School of Medicine