Classified Title: [[Clinical Scheduling Coordinator]] Working Title: [[Clinical Scheduling Coordinator]] Role/Level/Range: ATO 40/E/02/OE Starting Hourly Pay Rate Range: [[$17.25 - $23.72 ]] Employee group: Full Time Schedule: [[Monday - Friday, 8:30a - 5:00p / 40 hours per week]] Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003183-SOM Sur Vascular Surgery Personnel area: School of Medicine
Coordinate the day-to-day activities of multi-faceted complex medical and surgical practice to ensure smoothly functioning office and good patient relations. Responsible for surgical, clinical and vascular laboratory scheduling. Ensures all parties involved in a surgical case, clinic and/or vascular lab appointment have the appropriate information (patient, surgeon, MOC, anesthesia, etc.) Frequent contact, coordination and communication with the surgeons, nursing, anesthesia, Physician Assistants, Document Coordinators (create charts at JHH), the practice and hospital financial counselors, and patent service coordinators. Maximizes resources by eliminating gaps in OR and clinic schedule; makes recommendations/changes to fully utilize surgical and clinical time that will have a significant financial impact on surgical and hospital revenue. Ensures that all required reporting occurs; develops and maintains statistics and reports.
Specific Duties & Responsibilities
Manages the function of resources/ efficiencies / utilization/ operations; schedules surgeries in a timely fashion.
Coordinates/ communicates with patients, surgeon, MOC and financial clearance all necessary information to ensure the scheduled cases are completed. Schedules all test and appointments related to surgical procedures. (i.e. CT scan, pre-op appointments).
Relays information to patients regarding preparation for laboratory tests, examinations, and procedures. Assures all patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
Communicates and manages schedule changes and reports conflicts to nursing and aesthesia staff so equipment, supply requirements and staffing can be adjusted. Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g. backfill to cover cancellations or add urgent appointments).
Addresses questions about procedural coding; will participate in policy development as it relates to surgical scheduling, paperwork management, etc.; Participates in all OR scheduling meetings; maintains information regarding block time.
Assures office is covered at all times. Manages OR scheduling issues remotely during times of emergency weather or other conditions. Provides guidance and assistance to the surgeon's offices and the patient service coordinators of the surgical unit.
Tracks special surgical precautions and takes action; for example, sleep apnea cases, pacemaker etc. Participates in the training of other schedulers. Continually assesses problem areas; recommends and participates in training of other schedulers. Continually assesses problem areas; recommends and participates in training needs and /or provides detailed instruction and policy on improved methods.
Recommends and/or implements changes to scheduling system as needed to ensure efficient flow. Adapts to changes in technology and software to ensure efficient office practice.
Schedule new, follow up and post-op clinic appointments, vascular lab appointments, and assist in canceling, and rescheduling of clinics for providers and vascular lab in EPIC.
Collect insurance information's, complete registration and the HAR in Epic.
Coordinate follow up visits by providing information about treatment, and testing. Schedule lab, radiology and vascular lab test and other procedures and /or coordinates with the other areas to complete scheduling process.
When physician's clinic is cancelled, call patients to re-schedule with the physician and /or testing appointments pertaining to the visit.
Complete courtesy calls to patients to remind them of appointment arrival times and answer questions regarding location, parking, what to bring and/or vascular lab patient instructions, ect.
Review clinic schedules and vascular lab schedules, and make adjustments as appropriate
Document inbound and outbound phone messages to patient in Epic.
Answer in-coming call form patient and provide information to patients as appropriate and document all phone call encounters in patient chart in Epic. When appropriate triage patient call to advanced practice group on call or physician who care patient is under documenting through Epic.
Routinely check voice mail and return calls to patients same day if possible or within 24hrs.
Send out letter and post op information to referring physicians as needed by providers.
Received from physician completed and signed forms requested by the patient such as but not limited to: Disability, Family Medical Leave, and Worker's Compensation. Medical Assistance Application, MVA, etc. All completed forms should be scanned into Epic within patient chart and originals sent to patients for their records.
Gather information to pend RX request and route to appropriate provider.
High School Diploma/GED.
2 years progressively responsible medical office experience.
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. *
Experience in the Johns Hopkins system strongly preferred.
Knowledge of information systems such as EPIC, ORCIS and SMS.
Special Knowledge, Skills, and Abilities
Must have excellent interpersonal skills, familiarity of medical terminology, good written and oral communication skills, and computer skills.
Must be able to interact with patients, physicians, administrators, and staff; In addition, must have appearance, demeanor, and maturity congruent with public contact position.
Intermediate computer and proofreading skills.
Final applicant for this position may be required to complete skills assessments appropriate to position description
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 email@example.com. 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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