Administrative Coordinator
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Jan 11, 2022
View more
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Health Services
- Employment Level
- Administrative
- Employment Type
- Full Time
The Gynecology and Obstetrics Department is seeking anAdministrative Coordinatorwho will coordinate activities and provide secretarial support for a multi-faceted clinical office to ensure a smoothly functioning office and good patient relations. Interact with patients, patients’ families, referring physicians and third-party carriers with regard to patient-related issues. Work with others in a team environment. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support.
Specific Duties & Responsibilities:
Medical Administrative Support-
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.
Clinical Support
- 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 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.
- 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 less than 1 week out and/or does not have MyChart, or as needed.
- Review clinic schedules,
and make adjustment as appropriate:
- Open and/or close provider templates using appropriate codes/reasons
- Ensure that template closures occur greater than 30 days in the future so as not to impact the provider bump rates
- Ensure that appointment notes are detailed and legible
- 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 as appropriate.
- Pend orders based on defined “Practice Preferences.”
- Inbasket – Check messages daily and respond as directed by divisional policy.
- Upload imaging discs into the Ambra Imageshare system; educate patients or other institutions on how to upload images remotely.
- 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.
- Reference and become familiar with insurance information found on Johns Hopkins Managed Care website.
- Facilitate scheduling of lab tests and other procedures. Determines appropriate schedule for clinical appointments based on physician schedule, and does three way call to hand off patient to call center.
- Prescription
refills
- Gather information and to pend RX request and route to appropriate clinician.
- Input RX refills requested and route to physician or clinical nursing inbasket.
- Assist as needed with insurance authorizations – as necessary.
- Coordination of OR Cases
(If applicable)
- Accurately post all OR cases in a timely and efficient manner
- Verify that the posting sheet and patient consents are completed and signed by the surgeon and scanned within EPIC.
- Update all appropriate Outlook calendars (Provider and KGOS) with surgical details; ensure that any and all changes/updates are noted
- Send out surgical packet to patient with pre-op instructions through EPIC or other mediums – as necessary.
- Verify all documents are received and scanned appropriately into EPIC prior to date of surgery; documents must be appropriately indexed using the correct document types and categories.
- Communicates and manage schedule changes and report conflicts to appropriate preoperative staff.
- Ensure all pertinent records are received for surgery: radiology cd’s are received or advised to bring to the patients visit, and the pathology slides have been requested
- Attend weekly and quarterly surgical scheduling meetings and trainings.
- Review Divisional
Pathology Log to ensure receipt of necessary pathology; if not
received must make follow up calls on request to ensure timely
receipt.
- If Pathology cannot be processed in time for surgery, inform the provider and wait for instructions on how to proceed.
- Receive from physician
completed and signed forms requested by the patient such as:
Disability, Family Medical Leave, Workers Compensation,
etc.
- All completed forms should be scanned into EPIC and originals sent back to patients for their records.
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 and other requested information.
- Order stock and maintain office supplies
- May coordinate meetings on behalf of the physician.
- May assist with preparation of sponsored project material
- Process reimbursements or payments per department protocol as applicable.
Minimum Qualifications (Mandatory):
-
High School Diploma/GED.
3 years related experience.
Courses in Medical Terminology or demonstrated appropriate
knowledge.
Ability to multitask and work in a high volume
setting.
Excellent analytical and communication skills coupled with patience
and fortitude.
-
One year medical office and/or surgery scheduling experience
preferred.
Complete mandatory on-going training necessary to schedule new and
follow-up appointments as appropriate.
Additional education may substitute for required experience, to the
extent permitted by the JHU equivalency
formula.*
Special Knowledge, Skills & Abilities
- 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: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:Monday - Friday, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location:School of Medicine
Campus
Department name:
SOM OB GYN Gynecologic Oncology
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.
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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