Administrative Coordinator

General Summary/Purpose:

Performs administrative support and surgical scheduling for Pediatric Urology.

Specific Duties/Responsibilities:

• Provides clinical and administrative support for the Division of Pediatric Urology.
• Provides surgical support for the Division of Pediatric Urology. Schedules surgical patients into earliest most convenient time slot while considering factors such as procedure time and availability of operating room personnel and equipment.
• Manages and operates computerized operating room scheduling system and distributes available operating room time focusing on maximum patient benefit, equitable distribution of time among surgeons, personnel productivity and suite utilization.
• Maintains information files describing block time, shared equipment, surgeons and procedures needed to sustain the integrity of the database.
• Follows policies and procedures covering patient’s admission to the hospital.
• Coordinates operating room posting with patient admission.
• Coordinates activities of the same day surgical unit, operating room and admitting office with the physician’s office.
• Communicates schedule changes and conflicts to nursing staff so equipment and supply requirements can be adjusted accordingly.
• Controls and monitors block time usage.
• Captures and tracks information related to patient admission.
• Provides a daily and tentative operating room schedule from system.
• Attends user conferences and supplemental training programs to gain knowledge of scheduling alternatives and system enhancements.
• Schedules for pre-operative evaluation and diagnostic pre-operative test.
• Interacts with insurance companies to secure necessary referrals and authorizations.
• Organize and obtain all materials for surgeon care of patients. This includes outpatients and inpatients from obtaining pathology reports, pulling charts, making new patient charts, filing patient materials, obtaining x-rays and notes from referring physicians.
• Through Epic system, approves, prints out, and mails patient notes to referring physicians.
• Maintains patient files, administrative and research files.
• Coordinates/serves as liaison for pediatric urology meetings/events, specifically the Annual Bladder Exstrophy meeting.
• Receives incoming phone calls from patients, referring physicians, administrative calls, and various staff personnel throughout the hospital.
• Processes professional fee voucher for in-patient consults.
• Enters surgical charges for billing purposes.
• Obtains authorization from insurance companies for procedures to be done at Hopkins, when necessary.
• Sends referrals to Children’s House and Ronald McDonald House for long distance patients.
• Completes insurance forms, disability forms, and return to work forms and composes letters for various circumstances i.e. school letters, back to work letters, letters of medical necessity, etc.
• Monitors fax server (Hermes), RightFax and index faxes.
• Monitors Procedures email group and post cases as assigned.
• Retrieves preoperative paperwork and route to preop area.
• Prepares manuscripts for journals, books, etc.
• Keeps appointment books and activities. Schedules all administrative meetings. Coordinates schedule with clinic staff.
• Keeps track of deadlines, projects and coordinates all organizational aspects of division.
• Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
• Uses software applications, such as Microsoft Word and Excel to assemble, manipulates and/or formats data and/or reports.
• Performs miscellaneous related duties as assigned.

Minimum Qualifications (mandatory):

• High school diploma/GED.
• 3 years related work experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

• Associate’s degree.
• Experience in coordination of a medical office or similarexperience.
• Experience using EPIC.

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

Special Knowledge, Skills, and Abilities:

• Proficiency in the use of software applications, databases, spreadsheets, and word processing.
• Knowledge of medical terminology.
• Strong organizational skills.
• Excellent attention to detail.
• Must have excellent time management skill.
• Ability to understand and implement support for clinical trials.
• Ability to manage multiple projects at once, and effectively prioritize each.
• Requires outstanding verbal communication and interpersonal skills.
• Must adhere to guidelines regarding honest reporting of sensitive and confidential patient information. Employee will be required to complete specific training related to HIPAA, human subjects research, EPIC, and other specified training courses as the position requires. Understands the importance/impact of data integrity in terms of patients, study results, costs, quality of service and scientific research in general. Regular contact with physicians, other health care personnel and patients requires the use of good judgment, tact and sensitivity.
• Basic knowledge of operating a personal computer to access email, utilize electronic calendar systems and databases, and use of basic computer software (Microsoft Word, Outlook, Excel, Adobe).
• Prior knowledge or willingness to learn how to use Hopkins based systems such as EPIC, CRMS, etc. that are integral pieces of the medical and medical research enterprise at JHMI.

Technical Qualifications or Specialized Certifications:

PC related software, printers, copiers and scanners.

Classified Title:Administrative Coordinator
Working Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range:$17.42 - $23.95
Employee group: Full Time
Schedule: M-F/40 hours
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10003210-SOM Uro Pediatric Urology
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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