SR. MEDICAL OFFICE COORDINATOR (MOC) GENERAL DESCRIPTION:
Coordinates the day-to-day activities of a multi-faceted medical and/or surgical practice to ensure a smoothly functioning office and good patient relations. Resolves patient problems, third party issues, or refers patients to appropriate resources. Serves as resource in team environment. Adapts to changes in technology and software to ensure efficient office practice.
The Administrative Coordinator assists with all administrative functions of BCU operations and manages the day-to-day activities of a specialized hospital unit to ensure a smoothly functioning unit and excellent stakeholder relations.
Continuously maintain outstanding customer service to patients and others and adheres to the JHM Service Excellence Standards of Behavior. (http://restricted.hopkinsmedicine.org/service/about/index.html).
* This position is a Required Attendance/Essential Employee position which requires the incumbent to report to work during an event (weather or otherwise) that causes JHU to curtail its operations by closing some or all the university’s offices.
This position will be split 50:50 with the JHH Bio-Containment Unit as an Administrative Coordinator (AO). In this role, the AO will report to the Medical Director.
Specific Duties/Responsibilities: MOC ESSENTIAL JOB FUNCTIONS:
Coordinates a multi-faceted, high volume medical and/or surgical practice.
Serves as liaison for physician practice to department administration, clinical management, and hospital services.
Assists patients, patients' families, referring physicians, and third party carriers 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.
Schedules patients for laboratory tests, medical examinations, procedures, and admissions. Resolves any schedule conflicts.
Uses automated records systems to access, enter, and edit patient information.
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.
Utilizes knowledge of physician(s)' practice and requirements of third party payers to provide appropriate documentation to assure authorization/certification for medical services.
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).
Maintains familiarity with various types of medical insurance to explain these plans.
Assists physician(s) in monitoring signing of operative notes, discharge summaries, and clinic notes.
Informs patients of costs of care being provided, and guides them to appropriate resources for further information, guidance, or assistance.
Assists patients or family members with completion of medical insurance forms.
Arranges or assists in arranging patient transportation.
Assists in formatting and preparation of manuscripts, grant proposals, statistical reports, tables, and charts using knowledge of scientific, medical, literary, or other technical terms.
Maintains calendar, schedules appointments and meeting rooms.
Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
Other duties as assigned.
BCU Administrative Coordinator:
Serves as a member of the administrative team and attends staff meetings taking notes and preparing minutes for the meetings.
Assists with activities for the medical director related to non-clinical work (i.e. scheduling meetings/calendar, reimbursements, maintaining CV, other admin duties as they arise)
Interacts cordially with the BCU staff and visitors and answers their questions as able.
Serves as a welcoming first point of contact for Region III partners reaching out to the BCU.
Schedules trainings, tours, and interviews.
Coordinates frontline training activities for the Maryland Education Program.
Organizes all aspects of the training days including transportation, meeting points, and debrief.
Uses Johns Hopkins SAP system to process reimbursements and invoices for BCU providers and staff.
Maintains a spreadsheet of reimbursements for tracking of expenses as related to budget.
Aides in procurement and placing orders for BCU providers and staff.
Assists with provider scheduling in the event of BCU activation.
Liaise with credentialing where necessary.
Assists in screening and scheduling departments interested in using the BCU space.
Maintains good relationships and coordinates program activities with external program coordinators, and state and Federal partners.
Schedules NETEC conferences and other federal events, meetings, and retreats.
Provides coordination for BCU staff when attending meetings with the governmental affairs team and lobbying efforts.
Assists in compiling readiness metrics for reporting.
Helps to schedule and organize the BCU’s annual staff meeting.
Helps to produce and collate the monthly “BCU Blog” newsletter.
High School Diploma or GED required.
Three (3) years progressively responsible medical office experience required.
Medical Terminology required.
Intermediate and proofreading skills required.
Additional education may substitute for up to one year of experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) 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.
Both supervisory experience as well as experience in the Johns Hopkins system strongly preferred.
Special Knowledge, Skills, and Abilities:
Requires knowledge of academic medical center operations.
Requires knowledge of business operations, financial analysis, business planning, and quantitative analysis.
Work requires an understanding of policies, procedures, regulations, organizational structure, reimbursement mechanisms, and information systems utilized in a hospital setting.
Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software Including Microsoft Office applications.
Must be able to work with all levels of staff in a health care organization.
Must be able to effectively communicate with senior leaders in The Johns Hopkins Hospital and the Department of Medicine.
Must be able to work effectively with clinical faculty from the School of Medicine.
Must be able to effectively communicate with JHM leadership, State Health Departments and Federal Entities.
Demonstrated interpersonal, written and verbal communication skills are required in order to service a diverse customer base.
Ability to interact successfully with the public.
Ability to perform effectively despite sudden deadlines and changing priorities; maintaining personal composure in high stress situations.
Ability to demonstrate and convey a favorable image of the organization and to conform to proper standards of professional dress, attitude and demeanor.
Ability to demonstrate a high level of interpersonal skills required to interact with patients, patients’ families/visitors and clinical staff.
EPIC certification is required annually.
HIPAA compliance is to be maintained daily.
HIPAA certification is to be completed upon hire and any time there after requested.
Classified title: CO Sr. Medical Office Coordinator
Working title: Sr. Medical Office Coordinator/ Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.42 – $23.94 (commensurate with experience)
Department name: 60010255-SOM DOM JHH Hospitalists
Personnel area (School): SOM – 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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