Job Req ID:  114844

Medical Office Coordinator/MA

The Department of Neurosurgery is seeking a Medical Office Coordinator/MA. This person will coordinate the day-to-day activities of a multi-faceted medical/research and academic practice to ensure a smoothly functioning office and exemplary patient relations. Serves as Medical Office Coordinator/Certified Medical Assistant for the Johns Hopkins Neurosurgery Clinic. Resolve patient problems third-party issues (including insurance and partner clinics) and refer patients to appropriate resources.


Offers friendly, courteous, and confidential assistance to patients to ensure that the patient has a positive experience while visiting the Johns Hopkins Clinic. Maintains accurate and detailed information on each patient to facilitate a successful patient encounter. Uses automated systems to expedite patient scheduling, pre-registration, and check-in. Works with others in a team environment exhibiting professionalism and exemplary customer service skills.


Specific Duties & Responsibilities

  • Collects patient information and assessment data. Obtains and records patient’s vital signs: temperature, pulse, respirations, blood pressure, O2 Saturation, peak flows, weight and height. Reports assessment findings to practitioner, and records on appropriate documentation forms in a timely manner.
  • Confirms written orders prior to implementation of delegated tasks.
  • Maintains and uses principles of aseptic techniques and infection control when performing clinical duties and tasks.
  • Assists practitioner in identified patient procedures/treatments/examinations, (preparation, positioning, supplies, equipment).
  • Appropriately obtains and manages specimens, including: labeling, form completion, transport to laboratories, and log maintenance. Performs quality control for waived testing.
  • Recognizes emergency situations, implements emergency procedures according to clinic guidelines, administers first aid including CPR and maintains emergency equipment and supplies.
  • Provides appropriate patient education, health information materials and community resource lists as directed.
  • Schedules patients for new and returns appointments, medical examinations, procedures and consultations.
  • Provides high level of coordination and communication for international and domestic patients, including scheduling multiple visits within a short time frame.
  • Creates processes and systems to ensure high level of service to patients. Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments, etc.).
  • Provides exemplary customer service by utilizing service excellence techniques such as scripting, service recovery and rounding to ensure that patient expectations are exceeded during clinic visit. Resolves and/or elevates any patient problems if proactive and timely manner.
  • Verifies and enters pre-registration and insurance information into the computer system and prepares daily printed schedules for designated areas. Resolves third party issues.
  • Demonstrates understanding and sensitivity to diversity. Considers cultural and linguistic differences that may impact patient experience and makes appropriate accommodations/recommendations to ensure patient expectations are exceeded.
  • Prints and mails directions, maps, fee schedules, doctor’s notes, test results, and other Clinic specific information to patients. Sends medical questionnaire forms to patients to obtain missing information.
  • Works in coordination with the clinic staff to ensure accuracy, proper organization and advanced preparation of clinic visits.
  • Relays information to patients regarding preparation for laboratory tests and examinations.
  • Obtains and/or verifies patient's demographic data by phone or in person.
  • Confirms appointments by telephone and/or mail. Fills vacancies due to cancellations.
  • Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
  • Assists patients or family members with the completion of medical insurance forms.
  • Informs patients of costs of care being provided and guides them to appropriate resources for further information or assistance.
  • Sends correspondence to referring physicians when patients cancel or now shows, also sends thank you letters for patient referrals.
  • Answers phones and provides routine information to callers. Maintains e-mail group for the clinic and distributes correspondence to the appropriate staff member of physician within the clinic.
  • This role also requires cross training on Surgical Coordinator duties and to assist when an emergency or coverage needed arises.
  • Other duties assigned by the Manager.


The Medical Assistant (MA) has duties and responsibilities related to patient care in the ambulatory clinic environment.

  • The individual displays responsible behaviors, communicates effectively to others and functions as a member of the healthcare team.
  • The MA functions under the direct supervision and authority of the physician when performing clinical tasks during patient care.
  • The MA reports to the clinic manager, who is responsible for administrative supervision, staff development, and orientation of the MA to the area’s policies and procedures.
  • The MA must demonstrate competency in all skills related to the performance of patient care.
  • The MA maintains an inventory of examination/procedure room supplies, assists in the organization of efficient patient flow, and organizes the clinic environment to assure patient safety.


Minimum Qualifications
  • High School Diploma or Graduation Equivalent.
  • Two years administrative experience.
  • Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
  • Certification/Registration as a Medical Assistant (e.g. CMA, AAMA, RMA, AMT, NAHP) required. If not currently certified/registered, must become certified/ registered within 180 days (6 months) of date of hire. Exam fees will be paid by the department. If a retest is required, associated fees are paid by the employee.
  • Current CPR certification by the American Heart Association or the American Red Cross required.
  • Must maintain MA and CPR certification/registration during duration of employment in this position.


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

 


 

Classified Title: Medical Office Coordinator/Medical Assis 
Job Posting Title (Working Title): Medical Office Coordinator/MA   
Role/Level/Range: ATO 40/E/02/OD  
Starting Salary Range: $16.20 - $28.80 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F 8:30am-5pm 
Exempt Status: Non-Exempt 
Location: JH at Bethesda 
Department name: SOM Neuro Sur Spine  
Personnel area: School of Medicine 

 

 


Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.

JH at Bethesda