Senior Medical Office Coordinator

General Summary/Purpose

The Senior Medical Office Coordinator (Sr. MOC) for University Health Services (UHS) is a first point of a contact for all patients who are seen for medical or mental health appointments at the UHS health center. The MOC offers professional, friendly, courteous, and confidential assistance to every patient to ensure that the patient has an optimally positive experience while at Johns Hopkins. This position obtains and maintains accurate information on each patient to facilitate the patient encounter, and uses automated systems to expedite patient scheduling, pre-registration, registration at check-in, and check-out, while additionally scheduling lab tests/procedures, radiology and specialty referrals and follow-up appointments for the patients who are seen for medical or mental health appointments. This position provides secondary back-up coverage for support of mental health services. This position also provides administrative/clerical support for assigned UHS providers, and maintains calendars for assigned providers. The Sr. MOC works with others in a team environment to ensure efficient and effective operations and patient flow. Performs other duties as assigned.

Specific Duties & Responsibilities

Greets patients in a professional, friendly, courteous manner, and offers confidential assistance to ensure that the patient has an optimally positive experience at UHS.

Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly, and where applicable, document interactions in applicable systems. Provide quality service and support in a variety of areas, which may include, but not limited to scheduling, registration and care coordination.

Schedules new and follow-up UHS patient medical and mental health appointments; by phone or in person, obtains, confirms and enters patient information including demographics, insurance information, and billing data; expedites pre-registration, check-in and check-out of all patients.

Reschedules and fills appointment vacancies due to cancellations or no shows. Revises provider schedules as needed.

Telephones patients to confirm appointments; obtains missing patient information, as needed, using medical questionnaire forms.

Relays pertinent information to patients regarding preparation for laboratory tests and examinations; provides directions and/or maps, and arranges interpreters, escorts, wheelchairs, etc., as needed.

Coordinates and schedules visits either within UHS or between several departments.

Coordinate all pieces of complex patient visits. This can include scheduling all preliminary exams, imaging studies, specialty referrals and other procedures as directed by providers in a timely fashion, and then gathering results for physician review.

Prepares, files and scans all hard copies of patient records and related documents into their EMR in a timely and organized fashion.

Takes prescription request orders for assigned providers.

Responds to medical records requests & liaison to main medical records department.

Supports assigned physicians with insurance preauthorization and single case agreement processes by submitting necessary clinical information as instructed by the physician. Obtains pre-certifications as required by patients’ health care insurers or managed care providers.

Provides general administrative/clerical support for assigned UHS providers. Maintains calendars for assigned providers; coordinate and schedule meetings, assisting with logistics as needed; answer providers’ office phone; assist with preparation of correspondence, reports and related documents.

Provides coverage and back-up when needed/assigned in answering UHS telephones, retrieves phone messages, provides routine information to callers, and refers patients to appropriate resources per UHS policy and procedures.

Assists with annual medical students health screening including: coordinates and compiles all pertinent information and forms for screening, assembly of charts, assignment of JHH history numbers and medical cards, preparation of laboratory slips, other duties as assigned.

Generates, completes and submits encounter and billing forms for physicians and providers.

Provides satisfaction survey to patients for completion during their UHS medical or mental health visit, as needed.

Coordinates maintenance and servicing of office equipment as directed.

Retrieves and distributes fax transmittals to providers and staff; responds to requests made by patients (e.g., information from their charts)

Attends monthly UHS staff meeting and other meetings as assigned.

Will undergo training in the use of relevant scheduling systems.

Performs other duties and tasks as assigned.

Minimum Qualifications (Required):

High School Diploma/GED

• Three (3) years progressively responsible medical office experience.
• Medical terminology required. Intermediate computer and proofreading skills required.
• Experience in the Johns Hopkins system strongly preferred.