CO Medical Office Coordinator

The Ophthalmology Department is seeking aMedical Office Coordinator who will report to the Division Manager. This role coordinates daily activities in a multi-faceted complex medical practice to ensure a smoothly functioning office and good patient relations. Provides administrative support to multiple physicians, as well as the overall retina clinic include maintaining calendars, processing expenses, distribute meeting agendas and reminders for meetings. Acts as immediate back up to retina surgical coordinator.

Specific Duties & Responsibilities:

• Schedules new and follow up appointments for patients as related to prior authorization requirements, timelines, expectations, etc.
• Reviews schedules in advance to verify that scheduled procedures and services that require pre-authorization by payors have been obtained.
• Stays current on notices from payors on requirements for prior authorizations on new procedures, services and medications.
• Orders and obtains special medical supplies on as needed basis.
• Acts as point person for questions from interdisciplinary divisions such as the Call Center.
• Resolves patient questions promptly. Involves other divisions as needed (e.g. Billing).
• Retrieves and responds to incoming faxes.
• Monitors In-Basket messages daily. Resolves if possible. Routes and/or reminds clinical staff as needed.
• Provides support to and acts as immediate back up to surgical scheduler.
• Assists clinic personnel in scheduling and rescheduling patient appointments as needed.
• Participates in tasks needed to ensure compliance with regulatory requirements.
• Monitors flow of office for improvement opportunities.
• Performs other duties as assigned.

Minimum Qualifications (Required):

• High School Diploma or GED.
• Two (2) years secretarial experience.

Preferred Qualifications:

• Two years college or equivalent work experience.
• Two years related ophthalmology/JHH system work experience strongly preferred. Additional education may be substituted for years of experience.
• Knowledge of medical insurance coverage preferred. Medical terminology and average computer skills preferred.

Special Knowledge, Skills & Abilities:

Service Excellence

• Treats patients, family members, physicians, and guests with courtesy and respect.
• Represents Johns Hopkins in a professional and positive manner.
• Complies with standards of behavior in compliance with JHU policy.
• Complies with JHU dress code to ensure a professional appearance.

Teamwork

• Consistently works in a positive and cooperative manner with fellow staff. Assists other employees in the performance of their assignments as directed by the Manager.
• Seeks out opportunities to help rather than waiting to be asked.
• Considers the impact of personal actions on other staff throughout the organization.
• Demonstrates flexibility to perform duties wherever volume deems it necessary within the system.

Problem Solving

• Demonstrates sound judgment by taking appropriate actions regarding questionable findings or concerns.
• Investigates and follows through on orders or requests for service or information.
• Consistently evaluates self work and determines if further steps are needed to meet job expectations.
• Takes initiative to do or redo inadequate or incomplete work of self or others.
• Ensures compliance with regulatory standards.

Productivity/Efficiency

• Consistently demonstrates ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary.
• Minimizes non-productive time and fill slow periods with activities that will help prepare to meet the future needs of the Practice (education, organizing, assisting others).
• Organizes job functions and work area to be able to effectively complete varied assignments within established time frames.
• Consistently demonstrates ability to take the initiative to make decisions/choices without direct supervision.

Adherence to Office Policies

• Demonstrates knowledge and understanding of all policies and procedures and ability to reference them from appropriate books and manuals.
• Ensures that the practice is operated in an efficient and cost effective manner by adhering to office attendance policies as documented on the Employee Manual.

Scope of Resposibility

• Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
• Is sensitive to the interrelationship of both people and functions within the department.
• Will function as a member of a team working to promote a problem-solving atmosphere and cohesive and effective teamwork between all levels of personnel.

Decision Making/Authority

• On a regular and continuous basis, exercises independent judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

Communication

• Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.

Classified Title: Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD
Starting Hourly Pay Rate Range:$15.26 - $21.00/hr (commensurate with experience)
Employee group: Full Time
Schedule:Monday - Friday, 8:30a-5:00p
Exempt Status: Non-Exempt
Location:School of Medicine Campus
Department name: ​​​​​​​SOM Oph Retina Service
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.

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 or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work. 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.

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