Medical Office Coordinator
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Nov 29, 2022
View more
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Health Services
- Employment Type
- Full Time
Working collaboratively in the Division of Cardiology, we are
seeking a Medical Office Coordinator who will be
responsible for overseeing the day-to-day activities of a
multi-faceted, high volume clinical division to ensure a smoothly
functioning office and excellent patient relations. Providing
support in a team-based, service-oriented environment to multiple
physicians, the Medical Office Coordinator is responsible for a
variety of interactions with patients, insurance companies, and
other health professionals in preparation for and following up from
the clinic visit. In addition to the clinic support
responsibilities, this position will perform other administrative
functions to ensure the successful operations of the Division’s
clinical practice.
Specific Duties & Responsibilities
Medical Administrative Support
- Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
- Provide quality service and support in a variety of areas which may include, but not limited to scheduling, registration and care coordination.
- Carries out duties and responsibilities with limited supervision.
- Makes decisions and establishes work priorities on essentially procedure-oriented operations.
- Responsible for completing regular tasks without repeated instructions.
Patient Scheduling
- Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers.
- Coordinate exam room availability with key stakeholders.
- Working with Clinical Director and Clinical Operations Administrator and clinical support staff to coordinate clinic schedules for physicians, troubleshooting scheduling conflicts and working closely with the Cardiology Scheduling Office to arrange for routine and emergency patient appointments.
- Collect insurance information, and complete registration in EPIC.
- Triage 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.
- 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.
- If requested by physician, complete courtesy calls to patients to remind them of appointment arrival times and answer questions about location, parking, what to bring, etc.
- All information entered into EPIC will be subject to evaluation, quality controls and performance management standards.
Provide Administrative Support for Medical Matters on behalf of Physicians
- Complete divisional requests for filing, faxing, scanning, copying, answering phones, sorting mail, data entry, and other errands in a timely, accurate, and collegial manner.
- Answer in-coming administrative calls 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 gets medical records in advance per protocol
as appropriate.
- Refer patient to appropriate resources/clinical
areas.
- Send out letters and post op information to referring
physicians, if needed.
- Send out 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. All completed forms should be scanned into EPIC and send original to patients for their records
Other Activity Processed in EPIC, including but not limited to coordinating clinic follow-up of high importance activities
- Enter patient phone messages and route to physician or nurse, as appropriate.
- Print and send patient letters as necessary.
- Document inbound/outbound phone messages to patients as
appropriate.
- Obtaining insurance pre-authorizations.
- Responding to ad hoc patient inquiries and requests in a timely, professional, and courteous manner, including communicating relevant information to and from the physician
- Reinforce information for office visits (e.g. scheduled dates
of service, information to bring to the visit, driving
instructions, where to park, etc.
- Act as a liaison for patient, coordinating future
consultations, diagnostics tests, or procedures.
- Up to date insurance information found on Johns Hopkins Managed
Care website.
- Facilitate scheduling of lab tests and other
procedures.
- Identifying dissatisfied patients and initiating service recovery procedures.
- 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).
- Provide coverage to the Division front desk and telephone line. Provide back-up support coverage for lunches, illness, and other time-off requests as needed in the Division.
- Providing leave coverage of other clinical support co-workers’ job duties, including reviewing and triaging patient requests received, performing needed clinical preparation and follow up, providing other support to physicians as needed, and facilitating clinic schedule changes
Academic/General Administrative Support
- Provide general administrative support to one or more physicians.
- Answer office phone, schedule meetings/maintain calendars for physicians, make travel arrangements, maintain filing system (copy or scan as indicated).
- Assist with preparation of correspondence, reports, posters, and related documents.
- Compile information for reports, grant applications,
manuscripts, etc.
- Order stock and maintain office supplies.
- May coordinate meetings on behalf of the physician.
- Process reimbursements per department protocol as applicable.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Two years administrative experience.
- Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
Classified Title: Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD
Starting Hourly Rate Range: $15.70-$21.65-$27.55
(Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM Cardiology
Personnel area: School of Medicine
Total Rewards
The referenced salary range is based on
Johns Hopkins University’s good faith belief at the time of
posting. Actual compensation may vary based on factors such as
geographic location, work experience, market conditions,
education/training and skill level. Johns Hopkins offers a total
rewards package that supports our employees’ health, life, career
and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
*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.
**Applicants who do not meet the posted requirements but are
completing their final academic semester/quarter will be considered
eligible for employment and may be asked to provide additional
information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a
pre-employment background check. Johns Hopkins is committed to
hiring individuals with a justice-involved background, consistent
with applicable policies and current practice. A prior criminal
history does not automatically preclude candidates from employment
at Johns Hopkins University. In accordance with applicable law, the
university will review, on an individual basis, the date of a
candidate’s conviction, the nature of the conviction and how the
conviction relates to an essential job-related qualification or
function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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.
Note: Job Postings are updated daily and remain online until filled.
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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