Medical Office Coordinator

We are seeking a Medical Office Coordinator who will coordinate daily activities of a multi-faceted clinical/research office to ensure a smoothly functioning office and good patient relations. This role coordinates administrative activities for three faculty within the Division of Pulmonary and Critical Care Medicine, Interventional Pulmonology clinic at Johns Hopkins Downtown campus and Bayview Medical Center. Interacts with patients, patients' families, referring physicians and third party carriers with regard to patient-related issues. Works with others in a team environment. Interprets operating policies and exercises independent judgment in the resolution of administrative problems.

Specific Duties & Responsibilities:

Scheduling Responsibilities

• Schedules patients for various procedures, clinic appointments/consultations and other ancillary tests/procedures at Johns Hopkins Hospital (JHH) and Johns Hopkins Bayview Medical Center (JHBMC). Resolves any schedule conflicts. Uses automated records systems to access, enter and edit patient information.
• Demonstrates awareness of limitations of institutional resources, and seeks to maximize physician scheduling within this context. Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments, etc.)
• Works with Johns Hopkins Central Scheduling to confirm all patient clinic and procedure appointments, ensuring that patients have plans to arrive for their procedures/office visits and have appropriately prepared for their procedures. Fills vacancies due to cancellations.
• Verifies and enters pre-registration and insurance information into the computer system and verifies that the office calendar is up to date and accurate.

Clinical Administrative Responsibilities

• Coordinates a multi-faceted, high volume medical practice. Serves as liaison for physician practice to department administration, clinical management and hospital services.
• Assists patients, patients’ families, referring physicians and third party insurance companies to resolve patient-related issues.
• Triages patient calls and medical issues. Answers patient medical questions where appropriate and determines if physician/nurse response is required.
• Relays information to patients regarding preparation for laboratory tests and examinations. Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Maintains familiarity with various types of medical insurance to explain these plans.
• If a patient must be admitted to the hospital, ensures all JHU and JHBMC administrative tasks are completed to direct admit the patient to the appropriate inpatient nursing floor.
• Obtains precertification as required by patients’ health care insurers or managed care providers. Utilizes knowledge of physician(s)’ practice and requirements of third party payers to provide appropriate documentation to assure authorization/certification for medical services.
• Assists patients or family members with completion of medical insurance forms.
• Informs patients of costs of care being provided, and guides them to appropriate resources for further information, guidance or assistance.
• Uses automated systems to access, enter and edit patient information.

Administrative Assistant Responsibilities

• Types and sends routine correspondence.
• Answers telephone, screens callers, and relays messages to the appropriate provider
• Maintains calendar, schedules appointments and meeting rooms.
• Opens, sorts and screens mail.
• Files in alphabetical order and locates material from files.
• Assists with making routine travel and accommodation arrangements, and produces an itinerary for each travel event.
• Processes reimbursement for physicians via SAP.
• Coordinates the servicing of office equipment.
• Completes various request forms for office supplies and equipment as directed.
• Prints and mails/emails/faxes directions, maps and department-specific information to patients.

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.
• Verbally expresses appreciation when ending a conversation with a caller.
• Handles and resolves patient complaints non-defensively and without blame to other employees. Seeks to satisfy a dissatisfied customer.
• Is generous in assisting and supporting others. Participates in covering telephones and assisting other faculty and staff when needed.

Computer Knowledge Expectations

• Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software.
• Successfully completes all required EPIC training courses as well as other software systems required for the position.
• Completes all required HIPAA and other specified online training courses.
• Other duties, for all categories, as assigned.

Scope of Responsibility

• Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
• Is sensitive to the interrelationship of both people and functions within the department.

Decision Making

Carries out duties and responsibilities with limited supervision. Makes decisions and establishes work priorities on essentially procedure-oriented operations. Handles sensitive medical information with confidentiality.

Minimum Qualifications (Mandatory):

• High School Diploma or GED.
• Two (2) years secretarial experience.
• Additional education may be substituted for years of experience.*

* 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.

Preferred Qualifications:

• Two years college or equivalent work experience.
• Two years medical office experience preferred.
• Medical terminology preferred. Experience in the Johns Hopkins system strongly preferred.

Special Knowledge, Skills & Abilities:

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

Physical Requirements:

• Ability to stand, walk or sit for an extended period of time.
• Reaching by extending hand(s) or arm(s) in any direction.
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
• Communication skills using the spoken word.
• Ability to see within normal parameters.
• Ability to hear within normal range.
• Possible exposure to communicable diseases.

Classified Title: Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD
Starting Salary Range: $15.41 - $21.21/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 40 hrs
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM DOM Pulmonary
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 Talent Acquisition 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.

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