Senior Medical Office Coordinator

General Summary/Purpose

The Senior Medical Office Coordinator (Sr. MOC) for University Health Services (UHS) is a first point of a contact for all patients who are seen for medical or mental health appointments at the UHS health center. The MOC offers professional, friendly, courteous, and confidential assistance to every patient to ensure that the patient has an optimally positive experience while at Johns Hopkins. This position obtains and maintains accurate information on each patient to facilitate the patient encounter, and uses automated systems to expedite patient scheduling, pre-registration, registration at check-in, and check-out, while additionally scheduling lab tests/procedures, radiology and specialty referrals and follow-up appointments for the patients who are seen for medical or mental health appointments. This position provides secondary back-up coverage for support of mental health services. This position also provides administrative/clerical support for assigned UHS providers, and maintains calendars for assigned providers. The Sr. MOC works with others in a team environment to ensure efficient and effective operations and patient flow. Performs other duties as assigned.

Specific Duties & Responsibilities

Greets patients in a professional, friendly, courteous manner, and offers confidential assistance to ensure that the patient has an optimally positive experience at UHS.

Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly, and where applicable, 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.

Schedules new and follow-up UHS patient medical and mental health appointments; by phone or in person, obtains, confirms and enters patient information including demographics, insurance information, and billing data;  expedites pre-registration, check-in and check-out of all patients.

Reschedules and fills appointment vacancies due to cancellations or no shows. Revises provider schedules as needed.

Telephones patients to confirm appointments; obtains missing patient information, as needed, using medical questionnaire forms.

Relays pertinent information to patients regarding preparation for laboratory tests and examinations; provides directions and/or maps, and arranges interpreters, escorts, wheelchairs, etc., as needed.

Coordinates and schedules visits either within UHS or between several departments.

Coordinate all pieces of complex patient visits. This can include scheduling all preliminary exams, imaging studies, specialty referrals and other procedures as directed by providers in a timely fashion, and then gathering results for physician review.

Prepares, files and scans all hard copies of patient records and related documents into their EMR in a timely and organized fashion.

Takes prescription request orders for assigned providers.

Responds to medical records requests & liaison to main medical records department.

Supports assigned physicians with insurance preauthorization and single case agreement processes by submitting necessary clinical information as instructed by the physician. Obtains pre-certifications as required by patients’ health care insurers or managed care providers.

Provides general administrative/clerical support for assigned UHS providers. Maintains calendars for assigned providers; coordinate and schedule meetings, assisting with logistics as needed; answer providers’ office phone; assist with preparation of correspondence, reports and related documents.

Provides coverage and back-up when needed/assigned in answering UHS telephones, retrieves phone messages, provides routine information to callers, and refers patients to appropriate resources per UHS policy and procedures.

Assists with annual medical students health screening including: coordinates and compiles all pertinent information and forms for screening, assembly of charts, assignment of JHH history numbers and medical cards, preparation of laboratory slips, other duties as assigned.

Generates, completes and submits encounter and billing forms for physicians and providers.

Provides satisfaction survey to patients for completion during their UHS medical or mental health visit, as needed.

Coordinates maintenance and servicing of office equipment as directed.

Retrieves and distributes fax transmittals to providers and staff; responds to requests made by patients (e.g., information from their charts)

Attends monthly UHS staff meeting and other meetings as assigned.

Will undergo training in the use of relevant scheduling systems.

Performs other duties and tasks as assigned.

Minimum Qualifications (Required):

High School Diploma/GED

• Three (3) years progressively responsible medical office experience.
• Medical terminology required. Intermediate computer and proofreading skills required.
• Experience in the Johns Hopkins system strongly preferred.

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.  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.

Special Knowledge, Skills, or Abilities / Competencies:

Highly effective verbal and communication skills needed to effectively communicate with patients, families, physicians and other health care team members in order to optimize patient care.

• Must demonstrate competency in all skills related to the performance of patient care.
• Experience with PID and in EPIC Skills Groups A, B, C helpful but not required.
• Daily use of personal computer, telephone, fax, photocopy and scan machines
• Must successfully complete all required electronic medical records and scheduling system training and EPIC training as directed.
• Must complete all required HIPAA, and any other specified online training courses deemed necessary.
• Knowledge of medical insurance coverage, medical terminology and basic computer skills strongly preferred.
• This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Classified Title: Sr. Medical Office Coordinator 
Working Title: Senior Medical Office Coordinator  ​​​​​
Role/Level/Range: ATO 40/E/02/OE 
Starting Hourly Pay Rate Range: $17.42 - $23.95/ Commensurate with Experience
Employee group: Full Time 
Schedule: Monday - Friday, 8:00 am to 5:00 pm , 40 hrs per week. 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10002645-University Health Services 
Personnel area: University Student Services

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 jhurecruitment@jhu.edu. 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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