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Job Req ID:  39568

Sr. Medical Office Coordinator/Administrative Coordinator

<span style="font-family:"Times New Roman",serif">General Summary/Purpose:

<span style="font-family:"Times New Roman",serif">SR. MEDICAL OFFICE COORDINATOR (MOC) GENERAL DESCRIPTION:

<span style="font-family:"Times New Roman",serif">Coordinates the day-to-day activities of a multi-faceted medical and/or surgical practice to ensure a smoothly functioning office and good patient relations. Resolves patient problems, third party issues, or refers patients to appropriate resources. Serves as resource in team environment. Adapts to changes in technology and software to ensure efficient office practice.


<span style="font-family:"Times New Roman",serif">BCU ROLE GENERAL DESCRIPTION:

<span style="font-family:"Times New Roman",serif">This Administrative Coordinator works to coordinate the Johns Hopkins Hospital Bio-Containment Unit’s (“BCU”) internal and external activities and provides administrative support as required. The position shall report to the Medical Director and work to organize BCU activities including nurse recruitment, scheduling team meetings, coordinating use of the BCU space, liaising with external Region III partners, interfacing with NETEC and other federal groups, and other duties as assigned. Further, the AO will provide coordination and administrative support for the medical director as assigned. The position will work in collaboration with the Medical Director, BCU Nurse Educator, and Administrators to ensure compliance with NETEC and Maryland Department of Health contractual covenants and reporting requirements.  

<span style="font-family:"Times New Roman",serif">The Administrative Coordinator assists with all administrative functions of BCU operations and manages the day-to-day activities of a specialized hospital unit to ensure a smoothly functioning unit and excellent stakeholder relations.

<span style="font-family:"Times New Roman",serif">Continuously maintain outstanding customer service to patients and others and adheres to the JHM Service Excellence Standards of Behavior. (http://restricted.hopkinsmedicine.org/service/about/index.html).


<span style="font-family:"Times New Roman",serif">* This position is a Required Attendance/Essential Employee position which requires the incumbent to report to work during an event (weather or otherwise) that causes JHU to curtail its operations by closing some or all the university’s offices.

<span style="font-family:"Times New Roman",serif">This position will be split 50:50 with the JHH Bio-Containment Unit as an Administrative Coordinator (AO). In this role, the AO will report to the Medical Director.


<span style="font-family:"Times New Roman",serif">Specific Duties/Responsibilities:
<span style="font-family:"Times New Roman",serif">MOC ESSENTIAL JOB FUNCTIONS:<span style="font-family:"Times New Roman",serif">

  • <span style="font-family:"Times New Roman",serif">Coordinates a multi-faceted, high volume medical and/or surgical practice.
  • <span style="font-family:"Times New Roman",serif">Serves as liaison for physician practice to department administration, clinical management, and hospital services.
  • <span style="font-family:"Times New Roman",serif">Assists patients, patients' families, referring physicians, and third party carriers to resolve patient related issues.
  • <span style="font-family:"Times New Roman",serif">Triages patient calls and medical issues.
  • <span style="font-family:"Times New Roman",serif">Answers patient medical questions where appropriate and determines if physician/nurse response is required.
  • <span style="font-family:"Times New Roman",serif">Schedules patients for laboratory tests, medical examinations, procedures, and admissions. Resolves any schedule conflicts.
  • <span style="font-family:"Times New Roman",serif">Uses automated records systems to access, enter, and edit patient information.
  • <span style="font-family:"Times New Roman",serif">Relays information to patients regarding preparation for laboratory tests, examinations, and procedures.
  • <span style="font-family:"Times New Roman",serif">Assures all patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
  • <span style="font-family:"Times New Roman",serif">Utilizes knowledge of physician(s)' practice and requirements of third party payers to provide appropriate documentation to assure authorization/certification for medical services.
  • <span style="font-family:"Times New Roman",serif">Demonstrates awareness of limitations of institutional resources, and seeks to maximize physician scheduling within this context.
  • <span style="font-family:"Times New Roman",serif">Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments).
  • <span style="font-family:"Times New Roman",serif">Maintains familiarity with various types of medical insurance to explain these plans.
  • <span style="font-family:"Times New Roman",serif">Assists physician(s) in monitoring signing of operative notes, discharge summaries, and clinic notes.
  • <span style="font-family:"Times New Roman",serif">Informs patients of costs of care being provided, and guides them to appropriate resources for further information, guidance, or assistance.
  • <span style="font-family:"Times New Roman",serif">Assists patients or family members with completion of medical insurance forms.
  • <span style="font-family:"Times New Roman",serif">Arranges or assists in arranging patient transportation.
  • <span style="font-family:"Times New Roman",serif">Assists in formatting and preparation of manuscripts, grant proposals, statistical reports, tables, and charts using knowledge of scientific, medical, literary, or other technical terms.
  • <span style="font-family:"Times New Roman",serif">Maintains calendar, schedules appointments and meeting rooms.
  • <span style="font-family:"Times New Roman",serif">Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
  • <span style="font-family:"Times New Roman",serif">Other duties as assigned.

<span style="font-family:"Times New Roman",serif">BCU Administrative Coordinator:

  • <span style="font-family:"Times New Roman",serif">Serves as a member of the administrative team and attends staff meetings taking notes and preparing minutes for the meetings.
  • <span style="font-family:"Times New Roman",serif">Assists with activities for the medical director related to non-clinical work (i.e. scheduling meetings/calendar, reimbursements, maintaining CV, other admin duties as they arise)
  • <span style="font-family:"Times New Roman",serif">Interacts cordially with the BCU staff and visitors and answers their questions as able.
  • <span style="font-family:"Times New Roman",serif">Serves as a welcoming first point of contact for Region III partners reaching out to the BCU.
  • <span style="font-family:"Times New Roman",serif">Schedules trainings, tours, and interviews.
  • <span style="font-family:"Times New Roman",serif">Coordinates frontline training activities for the Maryland Education Program.
  • <span style="font-family:"Times New Roman",serif">Organizes all aspects of the training days including transportation, meeting points, and debrief.
  • <span style="font-family:"Times New Roman",serif">Uses Johns Hopkins SAP system to process reimbursements and invoices for BCU providers and staff. 
  • <span style="font-family:"Times New Roman",serif">Maintains a spreadsheet of reimbursements for tracking of expenses as related to budget.
  • <span style="font-family:"Times New Roman",serif">Aides in procurement and placing orders for BCU providers and staff.
  • <span style="font-family:"Times New Roman",serif">Assists with provider scheduling in the event of BCU activation.
  • <span style="font-family:"Times New Roman",serif">Liaise with credentialing where necessary.
  • <span style="font-family:"Times New Roman",serif">Assists in screening and scheduling departments interested in using the BCU space.
  • <span style="font-family:"Times New Roman",serif">Maintains good relationships and coordinates program activities with external program coordinators, and state and Federal partners.
  • <span style="font-family:"Times New Roman",serif">Schedules NETEC conferences and other federal events, meetings, and retreats.
  • <span style="font-family:"Times New Roman",serif">Provides coordination for BCU staff when attending meetings with the governmental affairs team and lobbying efforts.
  • <span style="font-family:"Times New Roman",serif">Assists in compiling readiness metrics for reporting.
  • <span style="font-family:"Times New Roman",serif">Helps to schedule and organize the BCU’s annual staff meeting.
  • <span style="font-family:"Times New Roman",serif">Helps to produce and collate the monthly “BCU Blog” newsletter.


<span style="font-family:"Times New Roman",serif">Minimum Qualifications:

  • <span style="font-family:"Times New Roman",serif">High School Diploma or GED required.
  • <span style="font-family:"Times New Roman",serif">Three (3) years progressively responsible medical office experience required.
  • <span style="font-family:"Times New Roman",serif">Medical Terminology required.
  • <span style="font-family:"Times New Roman",serif">Intermediate and proofreading skills required.
  • <span style="font-family:"Times New Roman",serif">Additional education may substitute for up to one year of experience, to the extent permitted by the JHU equivalency formula.


<span style="font-family:"Times New Roman",serif">JHU Equivalency Formula:<span style="font-family:"Times New Roman",serif"> 30 undergraduate degree credits (semester hours) may substitute for one year of experience. 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.


<span style="font-family:"Times New Roman",serif">Preferred Qualifications:

  • <span style="font-family:"Times New Roman",serif">Both supervisory experience as well as experience in the Johns Hopkins system strongly preferred.


<span style="font-family:"Times New Roman",serif">Special Knowledge, Skills, and Abilities:

  • <span style="font-family:"Times New Roman",serif">Requires knowledge of academic medical center operations. 
  • <span style="font-family:"Times New Roman",serif">Requires knowledge of business operations, financial analysis, business planning, and quantitative analysis. 
  • <span style="font-family:"Times New Roman",serif">Work requires an understanding of policies, procedures, regulations, organizational structure, reimbursement mechanisms, and information systems utilized in a hospital setting.
  • <span style="font-family:"Times New Roman",serif">Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software Including Microsoft Office applications.
  • <span style="font-family:"Times New Roman",serif">Must be able to work with all levels of staff in a health care organization. 
  • <span style="font-family:"Times New Roman",serif">Must be able to effectively communicate with senior leaders in The Johns Hopkins Hospital and the Department of Medicine. 
  • <span style="font-family:"Times New Roman",serif">Must be able to work effectively with clinical faculty from the School of Medicine.
  • <span style="font-family:"Times New Roman",serif">Must be able to effectively communicate with JHM leadership, State Health Departments and Federal Entities.
  • <span style="font-family:"Times New Roman",serif">Demonstrated interpersonal, written and verbal communication skills are required in order to service a diverse customer base.
  • <span style="font-family:"Times New Roman",serif">Ability to interact successfully with the public. 
  • <span style="font-family:"Times New Roman",serif">Ability to perform effectively despite sudden deadlines and changing priorities; maintaining personal composure in high stress situations. 
  • <span style="font-family:"Times New Roman",serif">Ability to demonstrate and convey a favorable image of the organization and to conform to proper standards of professional dress, attitude and demeanor. 
  • <span style="font-family:"Times New Roman",serif">Ability to demonstrate a high level of interpersonal skills required to interact with patients, patients’ families/visitors and clinical staff.


<span style="font-family:"Times New Roman",serif">Required Licensure/Certification:

  • <span style="font-family:"Times New Roman",serif">EPIC certification is required annually. 
  • <span style="font-family:"Times New Roman",serif">HIPAA compliance is to be maintained daily.
  • <span style="font-family:"Times New Roman",serif">HIPAA certification is to be completed upon hire and any time there after requested.


<span style="font-family:"Times New Roman",serif">Classified title: CO Sr. Medical Office Coordinator

<span style="font-family:"Times New Roman",serif">Working title: Sr. Medical Office Coordinator/ Administrative Coordinator

<span style="font-family:"Times New Roman",serif">Role/Level/Range: ATO 40/E/02/OE

<span style="font-family:"Times New Roman",serif">Starting Salary Range: $17.42 – $23.94 (commensurate with experience)

<span style="font-family:"Times New Roman",serif">Employee group: Full time

<span style="font-family:"Times New Roman",serif">Employee Status: Non-Exempt

<span style="font-family:"Times New Roman",serif">Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk

<span style="font-family:"Times New Roman",serif">Location: Meyer 8 Rm 134A - 1800 Orleans St, Baltimore, MD – East Baltimore

<span style="font-family:"Times New Roman",serif">Department name: <span style="font-family:"Times New Roman",serif">60010255-SOM DOM JHH Hospitalists

<span style="font-family:"Times New Roman",serif">Personnel area (School): SOM – 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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