Administrative Coordinator

The Division of Pediatric Urology is seeking an Administrative Coordinator who will provide administrative, clinical and surgical scheduling support for the Division and will work on surgical cases for Pediatric Urology.

Specific Duties & Responsibilities:

Patient Scheduling Responsibilities:

• Coordinate scheduling of clinic appointments, surgical cases and other ancillary tests/lab tests/procedures and coordinate with other areas to complete scheduling process.
• 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.
• Ensure that all patients have their outside medical records scanned into Epic for review in advance of office visit. Assist with rescheduling patient appointments for canceled clinics.
• Contact all new patients prior to their first appointment to confirm appointment and location. Answer clinical providers’ patient appointment phone number and triage requests accordingly.

Medical Administrative Support:

• Professionally and efficiently, handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Gather patient information, answer questions from patients, where applicable, and document interactions in applicable systems.
• Refer patients to appropriate resources for information, guidance, or assistance.
• Assists patients, patients' families, referring physicians and third party insurance companies to resolve patient-related issues.
• Answer incoming calls from patients and provide information to patients, as appropriate. Triage patient calls where appropriate and determine if medical staff response is required.
• Assure all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Scan patient’s outside medical records and upload into their electronic charts in EPIC.
• 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.
• Obtain precertification as required by patients’ health care insurers or managed care providers.
• Utilize knowledge of medical staff(s) practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services.
• Assist patients or family members with completion of medical insurance forms. Assist in preparation of forms to complete as requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.
• Scan completed forms into electronic charts in EPIC and send original to patients for their records. Copy and send medical records to other physicians and insurance companies as requested by patients and any other correspondence as needed by patients. Monitor fax server and index faxes.

Administrative Assistant Responsibilities:

• Receive and screen incoming faxes, calls, and mail; prioritize, organize, and designate necessary action to be taken, deadlines, and follow up.
• Maintain an accurate log of outgoing correspondence.
• Schedule, coordinate, and set up meetings for faculty. Provide administrative support, including document formatting and typing meeting agenda, material, and minutes.
• Circulate meeting invitations, agenda, and minutes, as assigned.
• Make travel arrangements and coordinate traveling schedule with clinic staff. This includes airline reservations, hotel accommodations, registration forms, etc. Types travel itinerary.
• Assist faculty in their capacity as editors of several medical bulletins.
• Responsibilities include receiving manuscripts, maintaining a record of each manuscript, corresponding with authors and publishers.
• Coordinating submission and galley review of chapters from authors and publishers.
• Keep Curriculum Vitae. Keep appointment books and activities. Schedule all administrative meetings.
• Coordinate schedule with clinic staff. Keeps track of deadlines, projects and coordinates all organizational aspects of division.
• Operate personal computer to access e-mail, electronic calendars, computerized scheduling and documentation databases and other basic office support software.
• Use automated records system to access, enter, and edit patient information. Establish and maintain office files.

Customer Service & Teamwork Responsibilities:

• Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors.
• Utilizes proper telephone etiquette. Warmly greets patients and visitors. Handles and resolves patient complaints non-defensively and without blame to other employees. Seeks to satisfy a dissatisfied customer.

Computer Knowledge Expectations:

• Maintain all office equipment such as copier and fax machines.
• Successfully completes all required EPIC training courses.
• Completes all required HIPAA and other specified online training courses.
• Other duties, for all categories, as assigned.

Minimum Qualifications (Mandatory):

• High School Diploma/GED required.
• 3 years related work experience in coordination of a medical office or similar is required.

Preferred Qualifications:

• Associate’s or Bachelor’s Degree preferred.
• Experience using EPIC preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.*

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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 & Abilities:

• Proficiency in the use of software applications, databases, spreadsheets, and word processing required.
• Knowledge of medical terminology required.
• Strong organizational skills required.
• Excellent attention to detail required.
• 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.

Physical Requirements:

• Able to sit in a normal seated position for extended periods.
• Able to reach by extending hand(s) or arm(s) in any direction.
• Finger dexterity required, able to manipulate objects with fingers rather than entire hand(s) or arm(s), e.g., use of computer keyboard.
• Able to communicate using the spoken and written word.
• Able to see within normal parameters and to hear within normal range.
• Able to move about.
• Able to lift minimum weight, 10 lbs.

This description is a general statement of required major duties and responsibilities performed on a regular and consistent basis by the incumbent. It should not be held to exclude other duties not mentioned that are similar in nature and level of difficulty.

The Division of Pediatric Urology is seeking anAdministrative Coordinatorwho will provide administrative, clinical and surgical scheduling support for the Division and will work on surgical cases for Pediatric Urology.

Specific Duties & Responsibilities:

Patient Scheduling Responsibilities:

• Coordinate scheduling of clinic appointments, surgical cases and other ancillary tests/lab tests/procedures and coordinate with other areas to complete scheduling process.
• 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.
• Ensure that all patients have their outside medical records scanned into Epic for review in advance of office visit. Assist with rescheduling patient appointments for canceled clinics.
• Contact all new patients prior to their first appointment to confirm appointment and location. Answer clinical providers’ patient appointment phone number and triage requests accordingly.

Medical Administrative Support:

• Professionally and efficiently, handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Gather patient information, answer questions from patients, where applicable, and document interactions in applicable systems.
• Refer patients to appropriate resources for information, guidance, or assistance.
• Assists patients, patients' families, referring physicians and third party insurance companies to resolve patient-related issues.
• Answer incoming calls from patients and provide information to patients, as appropriate. Triage patient calls where appropriate and determine if medical staff response is required.
• Assure all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Scan patient’s outside medical records and upload into their electronic charts in EPIC.
• 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.
• Obtain precertification as required by patients’ health care insurers or managed care providers.
• Utilize knowledge of medical staff(s) practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services.
• Assist patients or family members with completion of medical insurance forms. Assist in preparation of forms to complete as requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.
• Scan completed forms into electronic charts in EPIC and send original to patients for their records. Copy and send medical records to other physicians and insurance companies as requested by patients and any other correspondence as needed by patients. Monitor fax server and index faxes.

Administrative Assistant Responsibilities:

• Receive and screen incoming faxes, calls, and mail; prioritize, organize, and designate necessary action to be taken, deadlines, and follow up.
• Maintain an accurate log of outgoing correspondence.
• Schedule, coordinate, and set up meetings for faculty. Provide administrative support, including document formatting and typing meeting agenda, material, and minutes.
• Circulate meeting invitations, agenda, and minutes, as assigned.
• Make travel arrangements and coordinate traveling schedule with clinic staff. This includes airline reservations, hotel accommodations, registration forms, etc. Types travel itinerary.
• Assist faculty in their capacity as editors of several medical bulletins.
• Responsibilities include receiving manuscripts, maintaining a record of each manuscript, corresponding with authors and publishers.
• Coordinating submission and galley review of chapters from authors and publishers.
• Keep Curriculum Vitae. Keep appointment books and activities. Schedule all administrative meetings.
• Coordinate schedule with clinic staff. Keeps track of deadlines, projects and coordinates all organizational aspects of division.
• Operate personal computer to access e-mail, electronic calendars, computerized scheduling and documentation databases and other basic office support software.
• Use automated records system to access, enter, and edit patient information. Establish and maintain office files.

Customer Service & Teamwork Responsibilities:

• Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors.
• Utilizes proper telephone etiquette. Warmly greets patients and visitors. Handles and resolves patient complaints non-defensively and without blame to other employees. Seeks to satisfy a dissatisfied customer.

Computer Knowledge Expectations:

• Maintain all office equipment such as copier and fax machines.
• Successfully completes all required EPIC training courses.
• Completes all required HIPAA and other specified online training courses.
• Other duties, for all categories, as assigned.

Minimum Qualifications (Mandatory):

• High School Diploma/GED required.
• 3 years related work experience in coordination of a medical office or similar is required.

Preferred Qualifications:

• Associate’s or Bachelor’s Degree preferred.
• Experience using EPIC preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.*

*JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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 & Abilities:

• Proficiency in the use of software applications, databases, spreadsheets, and word processing required.
• Knowledge of medical terminology required.
• Strong organizational skills required.
• Excellent attention to detail required.
• 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.

Physical Requirements:

• Able to sit in a normal seated position for extended periods.
• Able to reach by extending hand(s) or arm(s) in any direction.
• Finger dexterity required, able to manipulate objects with fingers rather than entire hand(s) or arm(s), e.g., use of computer keyboard.
• Able to communicate using the spoken and written word.
• Able to see within normal parameters and to hear within normal range.
• Able to move about.
• Able to lift minimum weight, 10 lbs.

This description is a general statement of required major duties and responsibilities performed on a regular and consistent basis by the incumbent. It should not be held to exclude other duties not mentioned that are similar in nature and level of difficulty.

Classified Title:Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range:$17.59 - $24.80/hr (commensurate with experience)
Employee group: Full Time
Schedule:M-F, 8:30-5:00
Exempt Status: Non-Exempt
Location:​​​​​​​School of Medicine Campus
Department name: ​​​​​​​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.

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.

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