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Sr Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Dec 30, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
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The Neurology Department is seeking a Senior Administrative Coordinator who will provide high-level administrative and project support for the Division Director and Vice Chair of Neurology. Successful candidate must be highly organized, bright, a self-starter, efficient, detail-oriented, and able to work both independently and as part of a team. Communicate effectively with faculty, staff, students and other outside entities. Represents Division Director to internal and external constituencies. Handle calls, documents, email, and visitors.

Specific Duties & Responsibilities:

  • Triage queries of division as appropriate.
  • Prepare meeting materials and staff high level meetings.
  • Draft minutes and monitor and follows up on action items. Schedule routine and special meetings for standing and ad hoc issues involving multilevel staff and outside partners of the division.
  • Provide high-level administrative support for special projects such as conferences, including but not limited to working with counterpart organizations/departments, assisting with speaker arrangements, arranging catering, audiovisual, and other services, and preparing conference materials.
  • Exercise independent judgment and discretion in identifying and resolving administrative problems.
  • Develop and recommend administrative processes/procedures to ensure efficiency. Interpret and communicate operating policies.
  • Anticipate Division Director and Vice Chair’s administrative needs based on on-going projects.
  • Handle calendar and meeting functions; maintain contact information for the Division Director.
  • Help prepare for meetings, including organizing substantive material and making logistical arrangements.
  • Manage routine and special correspondence, projects and files. Make business-related travel arrangements. Provide backup coverage for other office staff as needed.
  • Submits SAP orders to order supplies and equipment, arranging for equipment service, processing purchase orders and invoices, processing travel and non-travel expense reimbursements. Responsible for organization and maintenance of administrative files.
  • Provides medical office administrative support which includes support to the nurse practitioners. 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.
  • Talk to prospective patients and/or family members to determine appropriate health care provider for patient(s). Advanced discussion includes: if provider is appropriate specialist, or if someone else may be more appropriate based on area of specialization, timeframe to get an appointment, insurance coverage, and geographic location. Offer effective alternatives to patient when appropriate.
  • Routinely addresses complex situations based on past experiences, and knowledge and understanding of healthcare resources and how they should be used. Examples may include working with VIP patients, work with international patients, and unique scheduling situations.
  • Coordinate all pieces of complex patient visits. This includes scheduling all preliminary exams, imaging studies, and other tests in a timely fashion, and then gathering results for physician review.
  • Patient Scheduling:
    • Schedule new and follow-up clinic appointments, and assist in canceling and rescheduling of clinics for providers
    • Collect insurance information, and complete registration in EPIC.
    • Answer more complex 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.
    • Works with Access Services to assist in scheduling appointments and procedures. Participate in multi-party conversations to ensure appropriate timing of services and medical records as required by physician.
  • 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 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 in less than 2 week timeframe 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 the patients for their records.
  • 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
  • Pend orders based on defined “Practice Preferences.”
  • In-basket – Check messages daily and respond as directed by department policy.
  • 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.
    • Act as a liaison for patient, coordinating future consultations, diagnostics tests, or procedures.
    • Able to answer more complex questions with accuracy and provide up to date insurance information found on Johns Hopkins Managed Care website.
    • Facilitate scheduling of lab tests and other procedures.
    • Determine appropriate schedule for clinical appointments based on physician schedule, and does three-way call to hand off patient to call center.
  • Perform other duties as assigned.

Minimum Qualifications (Mandatory):

  • Requires High School Diploma/GED,
  • Five (5 ) years progressively responsible administrative experience.
  • Additional education may be substituted for up to two years of experience per 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:

Complete mandatory on-going training necessary to schedule new and follow-up appointments as appropriate utilizing the electronic medical record system.

  • Has demonstrated customer service, communication skills, ability to diffuse difficult situations in a complex environment.
  • Has good understanding of third party reimbursement policies and protocols.
  • Has good understanding of the registration and scheduling systems.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range:$20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30am - 5:00 pm
Exempt Status: Non-Exempt
Location: Johns Hopkins Bayview
Department name: ​​​​​​​SOM Neuro Bay Neuromuscular
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 at jhurecruitment@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.

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


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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