Assists in coordinating the daily clinical operations for Wilmer’s Low Vision Division. Offers friendly, courteous, and confidential assistance to every patient to ensure that the patient has a positive experience while at Johns Hopkins. Coordinate activities and provide administrative support for the Low Vision Division.
Act as a liaison for patient, coordinating visits either within the department or between several departments.
Telephones and interviews patients and/or family members to obtain accurate pre-registration information and to confirm appointments.
Prints and mails directions, maps, fee schedules, and department specific information to patients.
Verifies and enters pre-registration and insurance information into the computer system.
Obtains pre-certifications as required by patients’ health care insurers or managed care providers for office visits.
Registers patients for clinical appointments using computerized database.
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.
Arranges or assists in arranging patient transportation.
Collects time of service payments, issues receipts, and prepares cash settlement records.
Discusses patient’s charges, if appropriate, with patients and/or patients’ family.
Screens patient calls and medical issues.
Answers patient medical questions where appropriate and determines if physician response is required.
Proactively monitors scheduled to ensure clinics and providers calendars are in sync. Independently resolves scheduling issues as needed.
Uses automated records systems to access, enter, and edit patient information.
Verifies and enters pre-registration and insurance information into the computer system and prepares daily printed schedules for designated areas.
Obtains and/or verifies patient's demographic data by phone or in person.
Template management for Division Clinical Faculty, Fellow and Occupational Therapist.
Confirms appointments by telephone and/or mail.
Fills vacancies due to cancellations from the wait list
Responds to requests for completion of various medical forms for patients such as MVA forms, Disability forms, Worker’s Compensation forms, etc.
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).
Answers phones and provides routine information to callers, which would include documenting inbound/outbound phone messages to patients as appropriate.
Responds to medical records requests.
Coordinate with patient and/or referring physician to obtain outside medical records and scanning medical records documents into the electronic medical records system.
Monitors the in-basket in the electronic medical record system.
Handles basic in-basket requests and forwards others as necessary to the appropriate resource.
Documents appropriately in the system.
Refers patient to appropriate office if financial counseling is necessary.
Assists with basic insurance and third party queries and explains payment policies.
Assists with back office duties as needed to ensure consistent patient flow.
Maintains familiarity with various types of medical insurance to explain these plans.
Learns and maintains familiarity with visual assistive equipment including types, names, basic battery installation and troubleshoot.
Prepares and mails notes to patients that are on the recall list.
Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
Maintains appropriate level of office supplies and medical forms; orders additional stock in a timely manner.
Provides administrative support to the Faculty such as creating correspondence and managing electronic calendars.
Assist faculty with administrative flow regarding recruitment for research studies
Enter patient phone messages and route to physician.
Prepare to cancel clinic operations in case of JHU closure (install virtual desktop and keep electronic reference lists as needed).
Maintain monthly agenda for clinic meeting.
Serve as back up for scheduling fellowship interviews.
Serve as back up for processing reimbursements.
Assist with planning of Lions events and the Emerging Lions Program.
Carries out duties and responsibilities with limited supervision.
Makes decisions and establishes work priorities.
Knows the formal and informal divisional and department goals, standard, policies, and procedures which may include familiarity of other departments within the School of Medicine.
High School Diploma or GED required.
Three years related work experience required in a similar service-oriented industry.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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 college or equivalent work experience preferred.
Two years related ophthalmology/JHH system work experience strongly preferred.
Medical terminology and knowledge of medical insurance coverage preferred.
Special Knowledge, Skills, and Abilities:
Assist patients, family members or other clients with concern and empathy; respect their confidentiality and privacy and communicate with them in a courteous and respectful manner.
Ensure compliance with regulatory standards.
Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary.
Minimize non-productive time and fill slow periods with activities that will enable you to prepare to meet the future needs of the Practice (education, organizing, housekeeping, assisting others).
Organize job functions and work area to be able to effectively complete varied assignments within established time frames.
Consistently demonstrate ability to take the initiative to make decisions/choices without direct supervision.
Excellent communication skills.
At least average computer skills.
Must possess problem solving and organizational skills as well as a strong personal and professional commitment to quality patient care and service excellence.
Must be able to type at least 40 wpm.
Must be able to use Microsoft Word.
Classified Title: Clinic Coordinator Working Title: Clinic Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.42 - $23.95 (commensurate with experience) Employee group: Full Time Schedule: Mon-Fri 8:30-5 Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002995-SOM Oph Low Vision 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 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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