Medical Office Coordinator

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.