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Job Req ID:  105938

Sr. Medical Office Coordinator

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


Specific Duties & Responsibilities

  • Medical Administrative Support. 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 future contacts and document interactions in applicable systems. Provide quality service and support in a variety of areas which may include, but not limited to scheduling, registration and care coordination.
  • 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-schegistrar as their Medical Office Coordinator.
  • Collect insurance information, and complete registration in EPIC.
  • Answer 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 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 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.
  • Provide administrative support for medical matters on behalf of physicians.
  • Answer in-coming 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 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 processed in EPIC.
  • 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
  • Up to date insurance information found on Johns Hopkins Managed Care website.
  • Facilitate scheduling of lab tests and other procedures. Determine 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 and Endoscopy Cases (If appropriate).
  • Work with surgical and endoscopy scheduling coordinator to post all cases.
  • Verify that the posting sheet is completed and signed by the physician 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 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).
  • 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.
  • Perform data entry and support the administration of research databases.
  • 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.


Special Knowledge, Skills & Abilities

  • Must have pleasant professional demeanor to work in a team environment, and be able to work well in a fast-paced clinical environment.
  • Ability to multitask and work in a high volume setting.
  • Excellent analytical and communication skills coupled with patience and fortitude.


Technical Qualifications or Specialized Certifications

  • Complete mandatory on-going training necessary to schedule new and follow-up appointments as appropriate.


Physical Requirements 

  • Ability to stand, walk or sit for an extended period of time.
  • Reaching by extending hand(s) or arm(s) in any direction.
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
  • Communication skills using the spoken word.
  • Ability to see within normal parameters.
  • Ability to hear within normal range.
  • Possible exposure to communicable diseases.


Minimum Qualifications
  • 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 up to one year of required experience to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Experience in the Johns Hopkins system strongly preferred.

 

 

Classified Title: Sr. Medical Office Coordinator 
Role/Level/Range: ATO 40/E/02/OE  
Starting Salary Range: $17.95 - $25.30/hr (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 40hrs 
Exempt Status: Non-Exempt 
Location: Hybrid/Johns Hopkins Bayview 
Department name: ​​​​​​​SOM DOM Pulmonary 
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. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

 

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.

 

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

 

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

 

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 https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

 

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.

 

Note: Job Postings are updated daily and remain online until filled.

Hybrid