Job Details

School of Medicine, Pediatric GI is seeking a Sr. Medical Office Coordinator to coordinate the day-to-day activities of a multi-faceted complex medical and/or surgical practice to ensure a smoothly functioning office and good patient relations. Serve as resource in team environment. May serve in lead capacity to orient, train, and direct new medical office coordinators or other office staff. Address patient problems, third party issues and patient-related situations based on past experiences, and resolve issues independently. As appropriate, refer patients to other resources. Adapt to changes in technology and software to ensure efficient office practice. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support. 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.
• Serve as a resource for other Medical Office Coordinators and other administrative support staff. Train new staff, and may serve as a super user for new systems.
• 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 pre and post op. This includes scheduling all preliminary exams, imaging studies, and other tests in a timely fashion, and then gathering results for physician review.
• As appropriate, coordinate patient visits within specialty program that requires more complex coordination of care across departments and/or multiple locations, departments, institutions and/or entity lines of service, and multiple systems.
• Patient scheduling and all associated EPIC related activities (billing, pre-authorizations, documents and documentation, messaging, Access Service referrals, etc.).
• Provide administrative support for medical matters on behalf of physician(s): calls, messages, faxing, referrals, medical records, etc,

• Review clinic schedules, and make adjustment as appropriate

• Provide information to patients

• Prescription refills
• Coordination of OR cases
• As required, 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 to one or more providers

• Answer office phone, schedule meetings/maintains calendar for physicians, make travel arrangements, maintains filing system (copy or scan as indicated).
• Assist with preparation of correspondence, reports, posters, and related documents
• Compiles information for reports, grant applications, manuscripts, etc.
• Orders stock and maintains office supplies
• May coordinate large meetings and/or seminars (e.g., arrange logistics for speakers, meeting space, refreshments, invitations)
• May assist with preparation of sponsored project material
• Process reimbursements per department protocol as applicable.

Scope of Responsibilities

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

Decision Making

• Carries out duties and responsibilities under the supervision of the physician and clinic manager.
• Makes decisions and establishes work priorities on procedure-oriented operations

Special knowledge, skills, and abilities

• Requires successful interpersonal and communication skills with patients, families, physicians, and other health care team members in order to foster optimal quality of outpatient care.
• Complete mandatory on-going training necessary to schedule surgical cases and new and follow-up appointments, as appropriate.

Minimum Qualifications

• High School Diploma or graduation equivalent
• Three years progressively responsible medical office experience. Medical terminology required. Intermediate computer and proofreading skills required.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Experience in the Johns Hopkins system strongly preferred.

Classified Title: Sr. Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($56,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F; 8-5
FLSA Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Ped Gastroenterology
Personnel area: School of Medicine