Sr. Medical Office Coordinator

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

General Summary/Purpose

The Sr. Medical Office Coordinator reports to the Administrative Manager of the Student Health & Wellness Center (SHWC) and works with all staff to support clinical operations and ensure functionality of the daily operations of the clinic. In the Administrative Manager’s absence, they assume primary responsibility for maintaining administrative operations of the health clinic. 

Specific Duties & Responsibilities

Duties of this position include, but are not limited to: 

MEDICATIONS 

  1. Maintain medication vending machine – including inventory, ordering, and restocking. Trouble shoot technical problems with machine.
  2. Maintain medication room – including inventory, ordering, and restocking pre-packaged medications. Communicate any updates to staff. Account for and document wasted, missing, or expired medications, estimate financial loss, and write up annual report for director review.

FINANCES 

  1. Daily reconciliation of clinic revenue and managing deposits, contacting students for payment when indicated.
  2. Purchasing SHWC supplies and processing payments.
  3. Assist Hopkins Emergency Response Organization (HERO student group) in processing transactions, provide monthly budget summary statements for their reference. 
  4. Prepare travel/expense reimbursements, and monitor/track continuing education funds for all staff members of SHWC.
  5. Track and reconcile procurement credit card (P-card) expenses for SHWC.
  6. Meet with Administrative Manager on a monthly basis and assist in monitoring the office budget, monthly reconciliation of all budget transactions and year-end closing. Submit monthly reports to business office and meet quarterly for review of budget reconciliation and projection.
  7. Reconcile, prepare and electronically submit monthly student account billing to the Office of Student Accounts and monthly billing to Student Health Benefit Plan for reimbursement.
  8. Reconcile monthly budget report with paid invoices.

HEALTH FORMS 

  1. Participate in orientation events as needed.
  2. Assist subset of students with pre-entrance health requirements, including communication via e-mail and phone.
  3. Receive, print, collate and distribute health forms, record receipt and completion of incoming health forms. 

 

OTHER ADMINISTRATIVE RESPONSIBILITIES 

  1. Fax, copy, type memos, and other administrative requests.  
  2. Make price or product changes for cash register, troubleshoot technical problems with the hardware and software.
  3. Assist front desk staff with medical records requests.
  4. Contact outside vendors for services as needed. 
  5. Assist Administrative Manager with operations issues including housekeeping, facilities, security and safety.  
  6. Assist with coordination of annual SHWC processes and events. 
  7. Generate reports from automated medical software system.  
  8. Daily use of Outlook, Microsoft Excel, Word and SharePoint. 
  9. Merge duplicate student medical records. 
  10. Assist with on-campus events such as flu clinics.

 FRONT DESK COVERAGE 

  1. Schedule appointments, greet patients and supply appropriate forms for visit. Communicate with providers and receive/post payments to students’ accounts. 
  2. Provide front desk coverage, as needed, for Patient Services Coordinator.  

LEADERSHIP 

  1. Effectively manage several tasks and projects at one time. Able to exercise independent judgment in the resolution of administrative assignments, project management and budget reconciliation. 
  2. Work collaboratively with the Administrative Manager to provide leadership and direction when the Administrative Manager is not available. 


Minimum Qualifications(Required)

High School Diploma/GED .

  • Intermediate computer and proofreading skills .
  • Medical terminology .
  • Three (3) years progressively responsible medical office experience.
  • 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. *

Preferred Qualifications

College degree preferred.

Special Knowledge, Skills, and Abilities

  • Proficiency with databases/spreadsheets, JHU financial and academic systems (SAP, Concur, P-card, J-card, SIS, SharePoint and Blackboard).
  • Required flexible schedule to include a few Saturdays every term, occasional evenings in rotation, and administrative presence for evening flu clinics in the fall term as needed. 
  • Ability to work independently with little supervision;
  • Demonstrate flexibility and the ability to multi-task in a very busy, and sometimes, fast-paced environment,
  • Must be highly organized with attention to detail and able to prioritize multiple responsibilities,

University-wide Committees: 

As needed, volunteer or requested by supervisor to attend. 

Availability 

  • Provide administrative support during some evening Flu Clinics each fall semester, as needed. 
    • Some Saturdays (10:30a to 2:30p) and late nights (until 6:30p) each fall and spring semester
    • Monday – Friday, 8:30am to 5:00pm; 37.5-hour work week

Classified Title: Sr. Medical Office Coordinator
Working Title: Sr. Medical Office Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Hourly Pay Rate Range:$17.42 - $23.95/ Commensurate with Experience
Employee group: Full Time
Schedule: Monday - Friday, 8:30 am - 5:00 pm /
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001410-Student Health and Wellness Center
Personnel area: Homewood Student Affairs

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

Homewood 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

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