Clinic Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Nov 19, 2020
Employment Type
Full Time

General Summary/Purpose

  • Assesses the Ataxia Center workflow and discusses changes and improvements with the Ataxia Center director
  • Manages all aspects of the Ataxia Clinic Day, including ensuring that patients make it to their appointment, scheduling last-minute add on appointments with therapists or geneticists, coordinating patients and providers regarding location and timing of appointments
  • Creates Zoom clinic room and assigns breakout rooms for patients and providers
  • Manages the rotations and observations of all undergraduates and medical students and residents that rotate through the clinic
  • Manages all appointments for patients in Ataxia Clinic, including appointments with physicians, physical therapy, speech therapy, occupational therapy, genetic counseling, research.
  • Assists the director in the management and growth of the Ataxia Center research including keeping track of all ataxia patients seen and their diagnoses
  • Ensures appropriate follow up regarding patient-care related issues in between
  • Sends out all new patient packets.
  • Manages templates for all physicians and therapists.
  • Manages shadowing schedules for clinic day.
  • Maintains room schedules, both over Zoom and, eventually, in-person in JHOC when we return
  • Coordinates meetings and agenda topics.
  • Coordinates with physicians and nurses regarding patient disability and work-related forms.
  • Manages operations on clinic day to ensure that patients make all their appointment.
  • Liaisons with insurance companies regarding testing.
  • Sends patient records of who they were seen by on clinic day including physician, genetics, PT, OT, SLP.
  • Assists with numerous outreach events

    Day to Day functions: Some of these activities require weekly or bi-weekly visits to the Greenspring Station office.
    • Answers and triages patient calls, faxes, mail and issues.
    • Answers patient questions where appropriate and determines if physician/nurse response is required.
    • Identifies possible emergency calls from internal or external physicians and notifies physician or handles emergency/urgent requests as appropriate.
    • Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
    • Assists physician(s) and nurse practitioner(s) in monitoring signing of operative notes, discharge summaries and clinic notes.
    • Distributes clinic and procedure notes to referring physicians.
    • Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
    • Assists patients, patients’ families, referring physicians and third party insurance companies to resolve patient-related issues.
      Liaison with insurance companies:
    • Utilize knowledge of physicians practice and requirements of third party payers to provide appropriate documentation to assure authorization /certification for medical services as required by patient’s health care insurers or managed care providers for medical equipment, therapy, prescriptions, and procedures.
    • Maintains familiarity with various types of medical insurance.
    • Inform patients of costs of care being provided and guide them to appropriate resources for further information, guidance, or assistance.

      Medical Office Coordinator Clinical Responsibilities:

      Goal—Ensure that patient’s receive the best possible care for their illnesses. Monitor clinic flow, problem solving to ensure high quality services to patients and visitors. All of these activities can be performed from home.
      Scheduling (Emile Moukheiber):
    • Schedules clinical appointments for patients with physicians and resolves schedule conflicts.
    • Creates new patient packets and charts for patients.
    • Uses automated records systems to access, enter and edit patient information.
    • Proactively seeks to schedule/reschedule patients to efficiently utilize resources.
    • Confirms all patient clinic and procedure appointments by telephone and fills vacancies due to cancellations.

      Day to Day functions and liaison with insurance companies same as above.

      Customer Service and teamwork responsibilities

      Goal—Personable, team player, works well with others, approachable
      Interactions with patients:
    • Courteous and pleasant in person and on the telephone with patients.
    • Utilizes proper telephone etiquette.
    • Warmly greets patients and visitors.
    • Verbally expresses appreciation when ending a conversation with a caller.
      Interactions with other staff members:
    • Generous in assisting and supporting others.
    • Participates in covering telephones and assisting other faculty and staff when needed.
    • Works cooperatively with other staff.
    • Responds to requests from coworkers or other departments in a mutually agreed upon time frame.
    • Maintains professional demeanor with all coworkers.
    • Values cultural diversity and other individual differences in the workforce, ensuring that the practice builds on these differences.
    • Ensures employees are treated in a fair and equitable manner.
      Problem Solving Skills:
    • Possesses the ability to independently anticipate or identify problems, develop solutions and oversee the implementation of solutions.
    • Adapts to changes in technology and software to ensure efficient office practice.
      Personal Attributes:
    • Exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
    • Possesses excellent organizational skills; excellent oral, written, and interpersonal communication skills; ability to multitask.
    • Is highly proactive and demonstrates the ability to work independently, maintain organization and efficiency of workflow through interactions with facilities staff on administrative activities, and demonstrate professional and administrative conduct as a model for other office team members to ensure advance toward department/unit objectives.
    • Ability to work for long periods of time without directions, and to prioritize own work and work of staff as needed.
    • Ability to prioritize own work and work of staff as needed.
    • Seeks to satisfy dissatisfied customers.
    • Is able to effectively interact with all levels of University and Hospital employees as well as outside contacts.
    • Ensure divisional compliance with Hopkins’ policies related to Service Excellence, Safety Attitude Questionnaire, Employee Satisfaction, and the Joint Commission.
    • Seeks out additional tasks to support clinical and management goals.


      Minimum Qualifications(Required)
      High School Diploma/GED.
      Three (3) years related experience. Requires an understanding of changing reimbursement policies and third party reimbursement.

      Additional education may be substituted for years of related experience.

      * JHU Equivalency Formula:30 undergraduate degree credits (semester hours) or 18 graduate degree credits 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. *


      Special Knowledge, Skills, and Abilities
      Requires an understanding of changing reimbursement policies and third party reimbursement.

    Classified Title: Clinic Coordinator
    Working Title: Clinic Coordinator ​​​​​
    Role/Level/Range: ATO 40/E/02/OE
    Starting Hourly Pay Rate Range:$17.52 - $23.95 /Commensurate with Experience
    Employee group: Full Time
    Schedule:Monday - Friday, 8:30 am - 5:00 pm /40 hrs per week
    Exempt Status: Non-Exempt
    Location:24-MD:JH at Greenspring Station
    Department name: 10003519-SOM Neuro Movement Disorders
    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.

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

    EEO is the Law
    Learn more:
    https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

    JH at Greenspring Station


    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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