This position is responsible for oversight and coordination of the administrative functions for the office of Radiation Oncology at the Johns Hopkins Bayview Medical Center. This position manages and/or completes tasks as assigned by the Director of Thoracic Oncology Multidisciplinary Program for the Department of Radiation Oncology at our Bayview location. This positions performs a variety of clinical, administrative, and research duties to support the Radiation Oncologists at Bayview. Serves as the department's clinical practice liaison and exercises discretion and judgment in resolution of day-to-day operations.
Essential Job Functions:
Daily coordination of scheduling follow up visits, simulations, scans, labs, etc. for patients.
Correspondence with Medical Oncology providers to ensure visits are scheduled accordingly.
Coordinate both internal and external studies, referrals, imaging scans and labs.
Answer phones daily to provide information as needed regarding patients.
Fax/e-mail medical records to providers upon patient request with signed consent from patient.
Monthly submission of pulmonary function tests and cat scans to be scheduled.
Scan documentation into Mosaiq and to medical records.
Receive imaging studies to be uploaded into BV system.
Monitor patients appointments on day of visit, which include calling various departments to make sure patients, have arrived and tests completed.
Perform phone call reminders of visits to ensure all patient satisfaction needs are met.
Assist providers and nursing staff with daily requests.
Submit deceased patient charts to medical records to be updated in Epic.
Maintain follow up spreadsheet that includes approximately 360 active patients.
Prepare and maintain CVs
Maintain licensing log for providers and submit recertification and license renewals with the appropriate time frame to ensure continuity
Order office supplies
Compile and distribute weekly staff schedules
Maintain files for department
Monitor fax machine and distribute faxes to appropriate team members
Monitor MyChart messages from patients and direct to clinical team
Monitor RadOnc email messages and direct to the clinical team
Assist with preparing manuscripts for submission
Coordinate study meetings
Assist with databases as requested/instructed
Assist with editing as requested/instructed
Other duties as assigned.
High School diploma/GED and three years administrative experience required.
Additional education can substitute for experience, to the extent permitted by the JHU Equivalency Formula.
Ability to work independently and manage multiple tasks, detail oriented, self-motivated, strong interpersonal skills, ability to use personal computer; proficiency in Microsoft Word and Excel; database and spreadsheet knowledge.
Must be able to effectively prioritize and work on multiple tasks with concurrent deadlines and demonstrate excellent time management skills and efficiency.
Ability to work independently and manage multiple tasks.
Highly attentive to detail and deadlines.
Classified Title: Administrative Coordinator Working Title: CO Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.42- $23.95/hr; Commensurate with experience Employee group: Full Time Schedule: M-F, 8:30am-5:00pm Exempt Status: Non-Exempt Location: 33-MD:Johns Hopkins Bayview Department name: 10003283-SOM Rad Onc General Administration Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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.
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