CO Clinical Program Coordinator

General Summary/Purpose:

The Clinical Program Coordinator will serve as the adult cystic fibrosis (CF) program registry coordinator. In this role he/she will collect clinical data and enter it into the CF Foundation National Patient Registry. He or she will also run queries from the data in the CF registry. The Clinical Program Coordinator will collect clinical data regarding patient treatments and evaluations; complete patient scheduling using EPIC, manage insurance pre-authorizations and denials; manage both electronic and paper records; patient evaluations; create standard operating procedures and data collection forms; design and create and maintain electronic databases; prepare reports and presentations; and carry out other related duties. This position will report directly to the Medical Director of the Adult CF Program. This position is also responsible for administrative support of physicians in the Adult CF Program.

Specific Duties & Responsibilities:

CF Registry Coordination

• Collect patient clinical and treatment information from medical records regarding outpatient and inpatient care and enter specified information in the web-based CFF Patient Registry in a timely manner.
• Run queries and extract data from the registry to be used to form research questions, serve as preliminary research data, and assist in clinical studies

Clinical Coordination

• Collect patient clinical and treatment information from paper-based and electronic medical records
• Create and update standard operating procedures (SOP) for clinical processes based on an existing knowledge and understanding of relevant processes
• Create new data collection forms and revise existing data forms and progress notes
• Verify insurance, obtain pre-authorizations and coordinate with CF team to resolve insurance denials
• Coordinate CF patient appointments with multiple providers based on individualized care plan using EPIC
• Data entry and management using electronic database and other computer software
• Track and assess quality and completeness of data entry and abstraction; immediately raise potential concerns with supervisors
• Maintain an organized filing system for electronic and paper-based records associated with the clinic
• Maintain compliance with HIPAA and ensure protection of patients’ personal health information
• Regularly update clinical and administrative staff, verbally and in writing, of progress with assigned tasks
• Communicate effectively and collaborate with clinical and administrative staff who are directly and indirectly involved in patient care delivery to achieve clinical goals in an efficient and effective manner
• Able to prioritize and work on multiple tasks with concurrent deadlines and utilize good time management
• Take initiative and anticipate and respond to staff and patient needs based on awareness of routine and repeated job functions
• Demonstrate and serve as a role model for a positive work environment, including high motivation, positive attitude, and good judgment, tact, and sensitivity in all interpersonal interactions with all research staff, investigators, students and participants
• Create and edit correspondence to patients and outside providers
• Proactively seek to improve or optimize work flow and discuss with coordinator/supervisor as appropriate
• Respond to and triage phone calls from patients as well as internal and external providers and facilities

Administrative Support

• Provide administrative support for 2-4 faculty within the Division of Pulmonary and Critical Care Medicine with respect to scheduling, preparing for meetings, conferences and travel, editing and tracking correspondence, filing and retrieving information
• Resolve scheduling conflicts
• Ensure that the faculty are fully prepared for meetings and appearances by coordinating, collecting and providing materials in a timely fashion.
• Proofread and edit correspondence sent out
• Organize and maintain electronic files of correspondence
• Coordinate patient schedules and maintain patient files
• Coordinate office services such as communications and information management
• Assist with scientific manuscripts, organization, typing and tailoring submission procedures to different scientific journals.
• Prepare and type grant applications (organization of the application, tracking deadlines, ancillary information , IRB forms and approvals, photocopying, routing, etc.)
• Prepare and update teaching materials (lecture notes, audiovisual aids.)
• Organize and track expenditures related to lab operations, grants, educational activities and travel.
• Purchase supplies as needed
• Interpret and communicate operating policies
• Operate personal computer to access e-mail, electronic calendars, and other basic office support software
• Use various software applications, such as spreadsheets, and graphics packages to assemble, manipulate and/or format data and/or reports

Minimum Qualifications (mandatory):

• Bachelor's degree in related discipline required.
• Some related experience required.
• Experience or course work in quality improvement methods preferred.
• Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

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.

Special Knowledge, Skills, and Abilities:

• Excellent verbal and written communication skills required
• Proficiency in Microsoft Word, Excel, Power Point
• The ability to work independently and manage multiple tasks
• Detailed oriented
• Knowledge of medical terminology
• Experience in EPIC scheduling, patient registration, and financial clearance experience.
• Excellent verbal and written communication skills required.
• Employee must have proficiency in Microsoft Word, and Excel.
• Must have the ability to work independently and manage multiple tasks.
• Must be detailed oriented.

Any Specific Physical Requirements for the Job:

• Sitting in a normal seated position for extended periods 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
• Ability to move about

Classified Title:Clinical Program Coordinator
Working Title: CO Clinical Program Coordinator ​​​​​
Role/Level/Range: ATO 40/E/03/OE
Starting Salary Range:$17.42-$23.95
Employee group: Full Time
Schedule: Monday-Friday/8:30am-5:00pm/40 hours
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10002817-SOM DOM Pulmonary
Personnel area: 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 atjhurecruitment@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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