Plastic & Reconstructive Surgery is seeking a Medical Office Supervisor who will be responsible for the coordination of a multi-faceted clinical/research office to ensure both a smoothly functioning office and good patient relations. Acts as the coordinator for patients, patients' families, referring physicians, and third party carriers with regard to patient-related issues.
This role assumes administrative tasks, special projects, ad hoc reports, and other related activities. Provides administrative oversight of day-to-day activities to others in the office. Works with others in a team environment. Monitors activity for quality and productivity; analyzes, develops and produces feedback and management reports; conducts quality audits; coordinates the development of and reviews and implements departmental protocols. Responsible for serving in the Supervisory role as a group/team mentor and resource liaison.
Specific Duties & Responsibilities:
Manage the day to day office operations and workflow.
Supervise administrative support staff in the office to include hiring, terminating, and disciplinary action. Troubleshoot and resolve problems as they arise. Resolve patient problems or refer patient to Assistant Administrator/Administrator or Patient Relations Department.
Promote a team environment among staff and faculty.
Approve vacation and sick requests and coordinate vacation schedules among direct reports, ensuring coverage remains available during vacations, holidays (as applicable) and during weather events.
Ensure compliance with HR issues, i.e., E210 Compliance, Weather Emergency Responsibilities, HIPPA Certifications, EPIC, etc.
Responsible for Coordinating employee time off, vacation coverage, and monitor daily coverage of the office, compensation, overtime, On the Clock and approves monthly E210 for staff.
Manage/oversee staff coordination of the doctor's schedules, block time and templates (maintaining changes with vacation, etc).
Oversee physicians' schedules and troubleshooting template problems.
Oversee Epic activities related to scheduling.
Work with surgery access center closely to optimize new patient scheduling. Assure all patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
Ensure staff compliance with Hopkins' policies related to Patient Experience and Employee Engagement. Attend training, management, and other meetings as required.
Coordinate with other managers outside the department to coordinate cross divisional projects/services.
Provide office oversight, initiating work orders for repairs and environmental services.
Arrange, complete and lead the agenda and minutes for monthly staff meetings.
Clinical Scheduling Responsibilities:
Schedules various appointments for faculty and resolves any scheduling conflicts.
Uses automated records systems to access, enter and edit patient information.
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, etc.)
Clinical Administrative Responsibilities:
Assists physician(s), physician assistant and nurse practitioner(s) in monitoring signing of operative notes, discharge summaries and clinic notes/encounters by distributing data on documentation compliance
Establish a workflow to disseminate clinic and procedure notes to referring physicians.
Coordinates a multi-faceted, high volume medical practice.
Serves as liaison for physician practice to department administration, clinical management and hospital services.
Assists patients, patients' families, referring physicians and third party insurance companies to resolve patient-related issues.
Relay information to patients regarding preparation for tests, examinations, and procedures.
Triages patient calls and issues.
Answers patient questions where appropriate and determines if physician/nurse response is required.
Relays information to patients regarding preparation for laboratory tests and examinations.
Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
If a patient must be admitted to the hospital, ensures all JHU administrative tasks are completed to direct admit the patient to the appropriate inpatient nursing floor.
Administrative Assistant Responsibilities:
Serves as administrative assistant to Physicians.
Assists with administrative tasks associated with the preparation of research grants (copying, faxing, mailing, obtaining information from other departments/divisions/faculty, etc.).
Types routine correspondence and reports from dictation or handwritten copy using personal computer.
Transcribes machine dictated medical reports and other documentation using medical terminology.
Uses personal computer to prepare manuscripts, grant proposals, statistical reports, tables and charts using knowledge of scientific, medical, literary or other technical terms.
Answers telephone, screens callers, relays messages and greets visitors.
Maintains calendar, schedules appointments and meeting rooms.
Assists with making routine travel and accommodation arrangements, and produces an itinerary for each travel event.
Prepares forms and receipts for physician travel and other reimbursements.
Performs other duties as assigned.
Customer Service & Teamwork Responsibilities:
Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors.
Utilizes proper telephone etiquette.
Warmly greets patients and visitors.
Verbally expresses appreciation when ending a conversation with a caller.
Handles and resolves patient complaints non-defensively and without blame to other employees.
Seeks to satisfy dissatisfied customers.
Is generous in assisting and supporting others.
Participates in covering telephones and assisting other faculty and staff when needed.
Works cooperatively with other staff.
Responds to requests from coworkers or other departments in a mutually agreed upon time frame.
Maintains professional demeanor with all coworkers.
Minimum Qualifications (Mandatory):
High School Diploma/GED.
Five years' progressively responsible medical office experience.
Previous lead or supervisory experience.
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. 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.
Bachelor's Degree in a related field.
Experience in the Johns Hopkins system.
Special Knowledge, Skills & Abilities:
Knowledge of medical insurance coverage preferred.
Medical terminology skills.
Intermediate computer and proof-reading skills.
Basic computer skills.
Knowledge of Microsoft Office applications.
Demonstrated ability for self-direction and initiation.
Demonstrated ability to work independently and as part of a team.
Demonstrated customer service skills.
Senior Medical Office Coordinators - 6
Classified Title: Medical Office Supervisor Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $41,638 - $57,221 annually (commensurate with experience) Employee group: Full Time Schedule: 37.5 Exempt Status: Exempt Location: Hybrid Department name: SOM Plastic Surgery 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 protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.