CO Medical Office Coordinator

General summary/purpose:

Coordinate the day-to-day activities of a multi-faceted complex medical and/or surgical practice to ensure a smoothly functioning office and good patient relations. Serve as resource in team environment. May serve in lead capacity to orient, train, and direct new medical office coordinators or other office staff. Address patient problems, third party issues and patient-related situations based on past experiences, and resolve issues independently. As appropriate, refer patients to other resources. Adapt to changes in technology and software to ensure efficient office practice. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support.

Specific duties & responsibilities:

Medical Administrative Support. Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.

• Gather patient information, fulfill patient needs, educate patients, where applicable, to prevent the need for future contacts and 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.
• Serve as a resource for other Medical Office Coordinators and other administrative support staff. Train new staff, and may serve as a super user for new systems.
• Talk to prospective patients and/or family members to determine appropriate health care provider for patient(s). Advanced discussions include, if provider is appropriate specialist, or if someone else may be more appropriate based on area of specialization, timeframe to get an appointment, insurance coverage, and geographic location. Offer effective alternatives to patient when appropriate.
• Routinely addresses complex situations based on experiences, knowledge and understanding of healthcare resources and how they should be used. Examples may include working with VIP patients; work with international patients, and unique scheduling situations.
• Coordinate all pieces of complex patient visits pre and post op.
• Coordinate patient visits within specialty program that requires more complex coordination of care across departments and/or multiple locations, departments, institutions and/or entity lines of service, and multiple systems.
• Patient Scheduling:
• Schedule new and follow-up clinic appointments, and assist in canceling and rescheduling of clinics.
• Collect insurance information, and complete registration in EPIC.
• Answer questions that are more complex from patients about billing and refer to JHU Physician Billing Services and/or JHH Patient Financial Services.
• Support the physician with insurance preauthorization and single case agreement processes by submitting necessary clinical information as instructed by the physician.
• Coordinate follow-up office visits by providing information about treatment, and testing locations. Schedule lab tests and other procedures, and/or coordinates with other areas to complete scheduling process.
• Provide administrative support for medical matters on behalf of physicians. Review clinic schedules, and make adjustment as appropriate. Provide information to patients. Prescription refills and Coordination of OR Cases (If appropriate)
• If applicable, prepare to support clinic activities from home in case of JHU closure (install virtual desktop and keep electronic reference lists as needed, and make sure you have cell or home phone numbers for physicians, supervisors, and clinic manager).
• Academic/General Administrative Support – As necessary. Provide general administrative support to one or more physicians.

Minimum qualifications (mandatory):

• High School Diploma/GED.
• 2 years secretarial experience.
• Additional education may be substituted for one year of related experience.

Preferred qualifications:

Experience in the Johns Hopkins system strongly preferred.

Special knowledge, skills, and abilities:

• Has demonstrated customer service, communication skills, ability to diffuse difficult situations in a complex environment.

• Has good understanding of third party reimbursement policies and protocols.

• Has good understanding of the registration and scheduling systems.

Classified Title:Medical Office Coordinator
Working Title: CO Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD
Starting Salary Range:$15.26 - $21.00/hr; Commensurate with experience
Employee group: Full Time
Schedule: Mon-Fri 9-5:30
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10002993-SOM Oph Comprehensive Eye Svc
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.

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