Sr. Surgical Scheduling Coordinator

The Department of Otolaryngology is seeking a Sr. Clinical Scheduling Coordinator who will work with Head and Neck Cancer faculty and the Surgical Scheduling Supervisor. This role will be responsible for all aspects of surgical and procedural coordinating for the entire Head and Neck Cancer division. They will schedule patients into earliest most convenient time slot while considering factors such as procedure and operating room time and availability of operating room personnel and equipment. This position primarily schedules surgeries and procedures for the East Baltimore locations.

Specific Duties & Responsibilities

• Provides primary surgical and procedural scheduling coordination.
• Contact patient and/or family to coordinate surgery scheduling, including reviewing all surgery instructions, dates and necessary forms for completion.
• Mails surgical correspondence to patients
• Reviews with patients all insurance requirements prior surgery and works with the patient and billing office to ensure all proper financial arrangements have been made prior surgery.
• Works with the staff to develop, implement and manage systems to ensure all required components are completed for surgical patients, i.e., consents, medical tests, history and physical, orders, etc.
  
• Updates insurance information for each surgery and procedure scheduled.
  
• Coordinates scheduling of resident/fellow surgeries with appropriate faculty. Identifies open surgery time for other providers.
  
• Assists in creating surgical scheduling protocol. Compliance of divisional scheduling templates and instructional training for new staff.
  
• Creates HAR (Hospital Account Record) for every procedure scheduled in an ASC and hospital setting.
  
• For international patients, works with the International Office to ensure financial clearance and scheduling.
  
• Educates patients on what to expect before, during, and after their surgery.
• Ensures that all patient questions have been answered by the appropriate staff.
  
• Coordinates details for surgery and procedures, including scheduling COVID tests, pre-ops and arrival times for surgery to ensure continuity of pre-operative care.
  
• Schedules surgery and procedures in EPIC and Outlook calendars for all surgeons.
  
• Coordinates surgery scheduling with other departments and/or medical office/administrative staff as necessary (combo cases).
  
• Uses ICD and CPT coding for surgical and procedural authorization.
  
• Works with financial clearance and production unit staff to assist patients in financial need.
  
• Reviews schedules 2 weeks in advance for errors and missing pre-ops.
  
• Relays employee concerns to Surgical Scheduling Supervisor.
  
• Attends Surgical Scheduling meetings.
  
• Provides coverage for Surgical Scheduling Supervisor as needed.
  
• Performs general office duties include assisting with telephone calls, clinic appointment scheduling, scanning documents, and filing patient correspondence.
  
• Performs other duties as required and assigned.
  

Special Knowledge, Skills & Abilities

• Excellent verbal and written communication skills.
• Knowledge of medical terminology.
• Excellent organizational skills with attention to detail.
• Strong interpersonal skills and ability to work as part of a team.
• Ability to work in a dynamic fast-paced environment and respond quickly to changing priorities.
• Proven ability to multi-task, prioritize projects and adhere to deadlines.
• PC related software, printers, copiers and scanners.

Minimum Qualifications

• High School Diploma or graduation equivalent
• Three (3) years progressively responsible medical office experience.
• Medical terminology required.
• Intermediate computer and proofreading skills required.
• Two years of the related work experience that includes OR scheduling and/or patient management.
• Must have knowledge of information systems such as EPIC, ORCIS and SMS.
• Additional education may be substituted for up to one year of experience.

Preferred Qualifications

• Experience in the Johns Hopkins system.
• Experience with Head/Neck Cancer.

Classified Title: Clinical Scheduling Coordinator
Working Title: Sr. Surgical Scheduling Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Mon-Fri 8-4:30
Exempt Status: Non-Exempt
Location: Hybrid
Department name: 10003026-SOM Oto General Administration
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