Sr. Medical Office Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Jan 29, 2021
Employment Type
Full Time

General Summary/Purpose

The Sr. Medical Office Coordinator will provide complex clinic support to the Perioperative Pain Clinic and the Chronic Pain Clinic (satellite sites), as well as administrative support for the Division Chief of Regional Anesthesia and Acute Pain Management. Serve as the office’s advocate and troubleshooter for patients, patient’s families, referring physicians and third party carriers with regarding to patient related issues. Maintain scheduling system templates for the multiple clinics. Represent the division as appropriate in communicating professionally with faculty, administrators, staff and external contacts to respond to questions, and resolve administrative problems and issues as needed. Interpret operating policies of the University and the Hospital. Act proactively and independently, exercise good judgment, think creatively to manage complex projects and have the ability to work with multiple interruptions and still stay on task. May perform duties of a sensitive and confidential nature.

Specific Duties & Responsibilities

PERIOPERATIVE PAIN CLINIC

  • Scheduling
  • Schedules patients for consultation in the Perioperative Pain Clinic using Epic system for medical examinations, and consultations.
  • Relays information to patients regarding preparation for these appointments.
  • Coordinates visits either within the department or between several departments.
  • Telephone and interview patients and/or family members to obtain accurate pre- registration information and to confirm appointments.
  • Accurately verifies referral and authorization information and enters into computer system according to departmental guidelines.
  • Verifies financial information.
  • Registration
  • Verify and enter pre-registration and insurance information into the computer system and prepares daily printed schedules for designated areas. Obtains and/or verifies patient's demographic data by phone or in person.
  • Confirms appointments by telephone and/or mail. Fills appointment vacancies due to cancellations.
  • Obtains pre-certifications as required by patients' health care insurers or managed care providers. Registers patients for clinical appointments using computerized database.
    • Patient encounter
    • Receive patients in the PPP clinic and assisting each and every patient to achieve the Ideal Patient Encounter, and maintaining accurate information on each patient to facilitate the encounter.
    • Offers friendly, courteous assistance to every patient to ensure that the patient has a positive, professional experience while at Johns Hopkins.
    • Accurately describes procedures to new patients according to departmental guidelines.
  • Patient’s medical records
  • Ensure all patients records are handled in a confidential manner.
  • Regularly print and prepare medical questionnaire forms and other information according to departmental guidelines.
  • Ensure that the patients fill the appropriate forms upon arrival.
  • Check-out
  • Ensure that the patients check out after consultation and make their follow up bookings if any on line.
  • Scan all the medical records and store them in Epic after the doctor’s visit.
  • Store the patient’s hard copy records in a safe and secure place
  • Laboratory requests
  • Provide the patients with a urine collection kit for routine urine checks, direct them on urine sample collection and take the sample to the lab ensuring that it’s well labeled.
  • Phone, fax and email
  • Answers phones and provide routine information to callers.
  • Call patients to remind them of scheduled visits or follow up on missed appointments.
  • Relay telephone messages to the PPP clinic team and follow up with the patient’s to ensure that their needs are met to satisfaction.
  • Manage all emails relating to PPP clinic and liaise with different departments to ensure that the patients are booked as requested.
  • Liaise with the doctors and the NPs to manage all incoming and outgoing fax messages regarding authorizations, patient’s records and insurance.
  • Customer service
  • Offer friendly, courteous assistance to every patient to ensure that the patient has a positive, professional experience while at Johns Hopkins or on the phone.
  • CHRONIC PAIN CLINIC (SATELLITE SITES)

    • Scheduling
    • Schedules patients for consultation in the Chronic Pain Clinic using Epic system for medical examinations, and consultations.
    • Proactively seeks to schedule/reschedule patients for efficient utilization of resources (e.g., backfill to cover cancellations or add urgent appointments).
    • Relays information to patients regarding preparation for these appointments.
    • Accurately verifies referral and authorization information and enters into computer system according to departmental guidelines.
  • Financial Clearance
  • Verifies financial information.
  • Collects time of service payments, issues receipts, and prepares cash settlement records.
  • Discusses patient charges, if appropriate, with patients and/or patients' families.
  • Refers patient to appropriate office if financial counseling is necessary.
  • ADMINISTRATIVE DUTIES FOR THE DIVISION OF REGIONAL ANESTHESIA AND ACUTE PAIN MANAGEMENT

    • Manage projects in the division. Coordinate major divisional activities and social events including developing program agendas and materials.
    • Independently manages Division Chief’s calendar of meetings and appointment; make appropriate arrangements for meetings, independently compile and prepare materials, confirm meeting details and assist with communication and other details as needed rank and prioritize meeting requests and response times; anticipate schedule conflicts and take initiative to resolve them in a timely manner.
    • Provide administrative support as needed to the faculty members within the division.
    • Coordinate faculty recruitment activities including arranging interviews/interview days with travel as needed.
    • Conduct orientation (onboarding) of new faculty and departure processing (off-boarding) as needed
    • Coordinate faculty PDR for the department, scheduling meetings and preparing materials for review with the department director.
    • Make travel and accommodation arrangements for division chief and faculty members.
    • Maintain and update divisional list servs for various groups
    • Coordinate special events planning. Organize and schedule division meeting’s, lectures, and presentations as assigned i.e., notifications, teleconferencing, catering, prepare agendas, transcribe minutes, prepare handouts, and design presentation slides that are in line with the JHUSOM layout policy and guidelines.
    • Provide general support to 15+ full-time faculty members and nurse practitioners.
    • Prepare and edit divisional correspondence including emails, letters, memos, flyers and other correspondence for the Division Chief.
    • Process reimbursements for divisional activities and faculty members using SAP. Monitor YPA balances and usage per fiscal year.
    • Communicates with HR Team regarding hiring, FML or payroll issues
    • Establish vendors, process vendor payments and invoices; purchase orders, shopping carts, reimbursements related to the division
    • Receive incoming calls, record messages and triage calls to appropriate persons.
    • Responsible for collection and distribution of radiation badges
    • Responsible for the ordering and maintenance of office supplies within established budgetary guidelines.
    • Maintain division alumni database

    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.

    Additional education may be substituted for up to one year of 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.

    Classified Title: Sr. Medical Office Coordinator
    Working Title: Sr. Medical Office Coordinator ​​​​​
    Role/Level/Range: ATO 40/E/02/OE
    Starting Hourly Pay Rate Range:
    Employee group: Full Time
    Schedule:Monday - Friday (Varies) / 40 hrs per week
    Exempt Status: Non-Exempt
    Location:04-MD:School of Medicine Campus
    Department name: 10002716-SOM Ane General Administration
    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

    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

    Similar jobs

    Similar jobs