Medical Office Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Sep 03, 2020
Employment Type
Full Time
General Summary/Purpose:

Coordinate activities to provide administrative and secretarial 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/ administrative support. The individual displays responsible behaviors, communicates effectively to others and functions as a member of the healthcare team. The Medical Office Coordinator will maintain an inventory of examination/procedure room supplies, assists in the organization of efficient patient flow, and organizes the clinic environment to assure patient safety. The MOC functions under the direct supervision and authority of the physician when performing clinical tasks during patient care.

Specific Duties/Responsibilities:

Clinical Support (on an AS NEEDED basis):

  • Patient Scheduling:
  • Schedule new and follow-up clinic appointments, and assist in canceling and rescheduling of clinics for providers in need of assistance.
  • 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 Division Manager
  • 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.
  • Review clinic schedules, and make adjustment as appropriate.
  • Process activities in EPIC.
  • Enter patient phone messages and route to physician.
  • Document inbound/outbound phone messages to patients as appropriate.
  • Pend Rx refills requested and route to physician.
  • Pend orders based on defined “Practice Preferences.”

Coordination of OR Cases:

  • Work with surgical scheduling coordinator to post all OR cases.
  • Verify posting sheet(s) is completed and signed by surgeon and scanned to EPIC
  • Send out surgical packet to patient with pre-op instructions.
  • Confirm all documents are received and scanned appropriately into EPIC prior to date of surgery.

Administrative Support:

  • Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
  • Assist with the monitoring, spending and reconciliation of monthly budgets to maintain expense control.
  • Responsible for answering the telephone and various functions involved with returning materials received for consultation.
  • Prepare and distribute agendas, meeting minutes and reminders for meetings.
  • Assist with the compilation of agendas, documents, correspondence, and memos on behalf of the faculty and administrative staff.
  • Prepare various paper and electronic forms such as journal vouchers, check deposits, invoices, Pcard transactions and shopping carts.
  • Confers with appropriate internal and external administrative offices to ensure that required procedures are followed.
  • Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc.
  • Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations.

Minimum Qualifications:

  • High School Diploma or GED required.
  • Two (2) years of secretarial experience required.
  • Additional education may substitute for years of related experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula:30 undergraduate degree credits (semester hours) may substitute for years of related 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.

Preferred Qualifications:

    Experience in a research or University setting preferred. Experience with SAP and EPIC is strongly preferred.

Special Knowledge, Skills, and Abilities:

    Excellent interpersonal and organizational skills required. Experience in the use of software applications, databases, spreadsheets, and/or word processing required.

Classified title: Medical Office Coordinator

Working title: Medical Office Coordinator

Role/Level/Range: ATO 40/E/02/OD

Starting Salary Range: $15.26 - $21.00 (commensurate with experience)

Employee group: Full time

Employee Status: Non-Exempt

Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk - Required in clinic 1-2 days per week.

Location: CMSC 2 214 – 600 N Wolfe St., Baltimore, MD – East Baltimore

Department name:10003078-SOM Pediatric Gastroenterology

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 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.

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

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf

School of Medicine - East Baltimore Campus


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.

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

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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