Sr. Medical Office Coordinator

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.

• 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.

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.

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.