Job Req ID: 55916
Sr. Medical Office Coordinator
The Sr. Medical Office Coordinator 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.
- Patient Scheduling:
- If approved to schedule in EPIC, schedules appointments.
- Schedule new and follow-up clinic appointments, and assist in
canceling and rescheduling of clinics for providers who have a
non-schegistrar as their Medical Office Coordinator.
- Collect insurance information, and complete registration in
- Answer questions from patients about billing and refer to JHU
Physician Billing Services and/or JHH Patient Financial
- 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
- When physician's clinic is cancelled, call patient to
re-schedule physician and/or testing appointments pertaining to
- 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.
- OR -
If not approved to schedule patients in EPIC, refer patients to
Access Services to schedule appointments and procedures.
Participate in multi-party conversations to ensure appropriate
timing of services and medical records as required by
- Provide administrative support for medical matters on behalf of
- Answer in-coming calls from patients and provide information to
patients, as appropriate
- Routinely check voice mail and return calls to patients within
- 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
- 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 2 weeks out or 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
patients for their records.
- Review clinic schedules, and make adjustment as
- 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
- Pend RX refills requested and route to physician
- Pend orders based on defined "Practice Preferences."
- In-basket - Check messages daily and respond as directed by
- 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.
- Up to date insurance information found on Johns Hopkins Managed
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
- Prescription refills
- Gather information and to pend RX request and route to
Assist as needed with insurance authorizations for non-formulary
- Coordination of OR and Endoscopy Cases (If appropriate)
- Work with surgical and endoscopy scheduling coordinator to post
- Verify that the posting sheet is completed and signed by the
physician and scanned within EPIC.
- Send out surgical packet to patient with pre-op
Verify all documents are received and scanned appropriately into
EPIC prior to date of surgery.
- Prepare to support clinic activities from home in case of JHU
closure (install virtual desktop and keep electronic reference
lists as needed, and make sure you have cell or home phone numbers
for physicians, supervisors, and clinic manager).
- Academic/General Administrative Support - As necessary
Provide general administrative support to one or more
- 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, grant applications,
- Perform data entry and support the administration of research
- Order stock and maintain office supplies
- May coordinate meetings on behalf of the physician.
- May assist with preparation of sponsored project material
- Process reimbursements per department protocol as
Minimum Qualifications (Required)
High School Diploma/GED.
- Three (3) years progressively responsible medical office
- Medical terminology.
- Intermediate computer and proofreading skills.
- Experience in the Johns Hopkins system strongly preferred.
Additional education may be substituted for up to one year 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.
- Two years medical office experience preferred.
- Good working knowledge of EPIC highly desirable
- Experience in the Johns Hopkins system strongly preferred.
Special Knowledge, Skills, and Abilities
- Must have pleasant professional demeanor to work in a team
environment, and be able to work well in a fast-paced clinical
- Ability to multitask and work in a high volume setting.
- Excellent analytical and communication skills coupled with
patience and fortitude.
- Complete mandatory on-going training necessary to schedule new
and follow-up appointments as appropriate.
Classified Title: Sr. Medical Office Coordinator
Working Title: Sr. Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range: $17.42 - $23.95 /Commensurate
Employee group: Full Time
Schedule: Monday - Friday, 8:00am-4:30pm / 40 hrs per week
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10002817-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
HR Business Services Office at firstname.lastname@example.org. 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.
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