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CO Medical Office Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Start date
Jul 26, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Health Services
Employment Type
Full Time
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The Department of Physical Medicine and Rehabilitation seeks a Medical Office Coordinator who will coordinate activities and provide support for a multi-faceted clinical department to ensure a smoothly functioning office and good patient relations. This role will interact with patients, patients’ families, referring physicians and third-party carriers with regard to patient-related issues. Work with others in a team environment. Provide administrative support for medical matters on behalf of physicians. The individual displays responsible behaviors, communicates effectively to others and functions as a member of the healthcare team. The MOC reports to the Clinic Supervisor, who is responsible for administrative supervision, staff development, and orientation of the MOC to the area’s policies and procedures.

Specific Duties & Responsibilities:

  • 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.
  • Schedule new and follow-up clinic appointments, and assist in canceling and rescheduling of clinics for providers who have a non-schegistrar as their Medical Office Coordinator.
  • Collect insurance information, and complete registration in EPIC.
  • Answer questions 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 or Clinic Supervisor.
  • 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.
  • When physician’s clinic is cancelled, call patient to re-schedule physician and/or testing appointments pertaining to that visit.
  • Complete courtesy calls to patients to remind them of appointment arrival times and answer questions about location, parking, what to bring, etc., as requested.
  • Accurately and completely enter information into EPIC.
  • Provide administrative support for medical matters on behalf of physicians.
  • Answer in-coming call from patients and provide information to patients, as appropriate.
  • Routinely check voice mail and return calls to patients within 24 hours.
  • Coordinate with patient and/or referring physician to obtain outside medical records. Ensure that all relevant outside medical records are received and scanned into EPIC in advance of clinic. Ensure that physician receives medical records in advance per protocol as appropriate.
  • Refer patient to appropriate resources/clinical areas.
  • Send letters and post-op information to referring physicians, if needed.
  • Send confirmation letters to patients when appointment is scheduled less than 2 weeks out or as needed.
  • Receive from physician completed and signed forms requested by the patient such as Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc. Scan completed forms into EPIC and forward original documents to patients.
  • Review clinic schedules and make adjustment as appropriate.
  • Other activity processed in EPIC.
  • Enter patient phone messages and route to physician.
  • Print and send patient letters as necessary.
  • Document inbound/outbound phone messages to patients as appropriate.
  • Pend Rx refills requested and route to physician.
  • Pend orders based on defined “Practice Preferences.”
  • Provide information to patients.
  • Reinforce information for office visits (e.g. scheduled dates of service, information to bring to the visit, driving instructions, where to park, etc.).
  • Function as a liaison for patient, coordinating future consultations, diagnostics tests, or procedures.
  • Facilitate scheduling of lab tests and other procedures. Determine appropriate schedule for clinical appointments based on physician schedule, and do three-way call to hand off patient to call center.
  • Maintain knowledge of the informal and formal department goals, standards, policies and procedures, which may include some familiarity of other departments within the school/division.
  • Perform miscellaneous related duties as assigned.

Minimum Qualifications(Required)

  • High school diploma or GED.
  • Two (2) years secretarial experience.
  • Additional education may be substituted for years of related experience, to the extent permitted by theJHU 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

Preferred Qualifications:

  • Two (2) years medical office experience.
  • Good working knowledge of EPIC highly desirable.
  • Medical terminology.
  • Intermediate computer and proofreading skills.
  • Experience in the Johns Hopkins system.

Special Knowledge, Skills & Abilities:

  • Sensitive to the interrelationships of both people and functions within the department.
  • Interpersonal and communication skills with patients, families, physicians, and other health care team members in order to foster optimal quality of outpatient care.
  • Ability to diffuse difficult situations in a complex environment.
  • Pleasant professional demeanor to work in a team environment, and be able to work well in a fast-paced clinical environment.
  • Ability to multitask and work in a high-volume setting.
  • Complete mandatory on-going training necessary to schedule new and follow-up appointments, as appropriate.

Classified Title: Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD
Starting Hourly Pay Rate Range:$15.41 - $21.21/hr (commensurate with experience)
Employee group: Full Time
Schedule:Monday - Friday, 8:00a - 5:00p
Exempt Status: Non-Exempt
Location:School of Medicine Campus
Department name:​​​​​​​SOM PMR Physical Med and Rehabilitation
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
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