The Medical Office Coordinator provides a broad range of administrative support to the Oculoplastics division, including the Division Director, Clinic Manager and faculty. Responsibilities include assisting with daily administrative operations, coordinating and scheduling complex appointments and meetings, coordinating travel and preparing associated materials, preparing correspondence, compiling data, answering telephones, coordinating special projects, and records maintenance.
Coordinate activities to provide administrative support for a multi-faceted clinical office to ensure a smoothly functioning office and excellent patient relations. 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. Display responsible behaviors, communicate effectively to others and function as a member of the healthcare team. Demonstrate problem-solving skills as they relate to patient care activities. Provide guidance for and act as a role model for other staff in the clinical area.
Interact with patients, patient’s families, referring physicians and third-party carriers with regard to patient related issues. Offer friendly, courteous, and confidential assistance to every patient to ensure that the patient has a positive experience while at Johns Hopkins. Maintain accurate information on each patient to facilitate the patient’s encounter. Use automated systems to expedite patient scheduling, pre-registration, check-in and check-out. Maintain scheduling system templates for multiple physicians. Research and rectify billing inquiries. Provide backup coverage for the front desk and surgical scheduling.
Assists in faculty academic activities including budgeting, grant applications, credentialing Fellows, Observers, and Medical Students, aiding in travel arrangements and reimbursements and related pursuits. Acts proactively to trouble shoot issues; resolves and diffuses patient problems and conflicts. Works with others in a team environment.
Screens patient calls and medical issues.
Answers patient medical questions where appropriate and determines if physician response is required.
Schedules patients for laboratory tests, medical examinations, procedures, surgeries and admissions.
Resolves any schedule conflicts. Uses automated records systems to access, enter, and edit patient information.
Coordinates 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 and prepares daily printed schedules for designated areas.
Obtains and/or verifies patient's demographic data by phone or in person.
Confirms appointments by telephone and/or mail.
Fills vacancies due to cancellations.
Responds to requests for completion of various medical forms for patients such as 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).
Registers patients for clinical appointments using computerized database.
Assists patients or family members with completion of medical insurance forms.
Answers phones and provides routine information to callers.
Responds to medical records requests.
Scans 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.
Collects time of service payments, issues receipts, and prepares cash settlement records as required for cross-coverage.
Discusses patient charges, if appropriate, with patients and/or patients' families.
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 to ensure consistent patient flow.
Maintains familiarity with various types of medical insurance to explain these plans.
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.
Maintains all day-to-day changes to physician schedule and ensures that there are no errors with the clinical template/surgery schedule including days out, times out, etc.
Coordinates with other office staff about any appointments/surgeries to be rescheduled, handles rescheduling of appointments as needed, and follows-up to ensure all appointments are rescheduled.
Maintains calendar for faculty, which includes: scheduling meetings, speaking engagements, and attendance at local, national and international meetings.
Analyzes office operating practices.
Locates and compiles information and formats reports, graphs, tables, records.
Acts as backup to the front desk by assisting with incoming calls, voicemails, emails, and faxes.
Prepares and distributes agenda and minutes for internal meetings.
Maintains legal files and bills for completed work, monitoring payments and tracking receipts.
Coordinates travel arrangements for faculty.
Coordinates Fellowship Program for Fellowship Director and otherwise supports director with tasks as required.
Establishes and meets deadlines for applicants, logs and tracks applications received, assists in candidate selection, coordinates interviews, and administer rejection letters.
Facilitates the credentialing process for incoming fellows.
Supports fellowship orientation activities.
Coordinates paperwork for observers, visitors and/or research fellows.
Coordinates details for various committees, education presentation and organizational assignments.
Facilitates fund raising efforts with doctors, VIPs and the Wilmer Development Office.
Assists with special projects planning to include meetings for research, clinical trials supported by the National Institutes of Health and Industry.
Assists with preparations for Congressional testimonies and specialty society meetings.
Coordinates and implements office services such as purchasing, accounts payable, records control, projects and budget accounting operations.
Prepares and processes travel reimbursements.
Processes renewal of meeting dues and registration fees.
Reconciles grant budgets.
Provides surgical coordination.
Performs scheduling and pre-authorizations for minor procedures.
Works with staff to develop, implement and manage systems to ensure all required components are completed for surgical patients, i.e., consents, history and physical, orders, etc.
Updates insurance information when information becomes available.
Controls, monitors and manages oculoplastic templates and surgical calendar.
Provides backup coverage for front desk to include answering telephones, message retrieval and patient scheduling.
Manages and coordinates timely completion of electronic medical records created by the faculty.
Coordinates scheduling of resident/fellow surgeries with appropriate faculty.
Reviews with patients all surgery instructions and necessary forms for completion.
Reviews with patients all insurance requirements before surgery and works with the patient and billing office to ensure all proper financial arrangements have been made before surgery.
For international patients, will work with the International Office to ensure financial clearance and scheduling.
Collects payments from cosmetic patients.
Educates patients on what to expect before, during and after eye surgery.
Ensures that patient questions have been answered by the appropriate staff.
Schedules surgery utilizing the appropriate on-line system.
Admits patients, when necessary, utilizing available on-line system.
Reviews daily surgical schedules and adjusts as necessary to ensure most efficient resources, including physicians, nurses, OR time and rooms.
Ensures third-party payment by working with insurance companies and patients to obtain necessary referrals, pre-certifications, authorizations, etc., (for the professional fee as well as hospital charges).
Ensures pediatric anesthesia coverage and coordinates admissions to the appropriate hospital locations.
Coordinates details for surgery, including scheduling pre-ops, immediate post-op appointments, and arrival time for surgery and follows up on post-op appointments to ensure continuity of postoperative care.
Coordinates surgery scheduling with other services such as plastic surgery and neurosurgery.
Coordinates and verifies receipt of results for all required ancillary ophthalmic tests required for surgery.
Ensures all medical papers are transferred to surgical center staff for medical clearance within specified time frame.
Works with social worker to assist patients in need.
Perform other duties as required.
May perform duties of a sensitive and confidential nature.
High School diploma/GED required.
Two (2) years related secretarial experience required.
Additional education may substitute for years of experience to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) may substitute for years 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.
Medical office and/or surgical scheduling experience.
Special Knowledge, Skills, and Abilities:
Excellent organizational skills.
Computer skills and organizational skills.
Outstanding verbal and written communication skills.
Professional maturity, appearance and demeanor required.
Ability to work independently and handle multiple tasks simultaneously.
Ability to establish priorities.
Advanced computer skills.
Knowledge of medical terminology.
Knowledge of medical insurance requirements.
Ability to interact well with staff, patients and physicians.
Ability to think dynamically and take the initiative to effectively and creatively solve problems.
Classified title: CO Medical Office Coordinator
Working title: CO Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD
Starting Salary Range: $15.26 - $21.00 (commensurate with experience)
Employee group: Full time
Employee Status: Non-Exempt
Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk
Location: Maumenee 505 - 600 N Wolfe Street, Baltimore MD – East Baltimore
Department name: 10002998-SOM Oph Oculoplastic - Ophthalmology
Personnel area (School): SOM – School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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