Co Sr. Medical Office Coordinator

The Department of Otolaryngology is seeking a COSr. Medical Office Coordinator to coordinate the day-to-day activities of a complex multi-faceted medical/surgical practice to ensure a smoothly functioning office and good patient relations. The Sr. Coordinator will ensure a smoothly functioning office and good patient relations. Serve as resource in team environment. May serve in lead capacity to orient, train, and direct new Medical Office Coordinators or other office staff. Address patient problems, third party issues and patient-related situations based on past experiences and resolve issues independently. As appropriate, refer patients to other resources. Adapt to changes in technology and software to ensure efficient office practice. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support.

Specific Duties & Responsibilities

• Medical Administrative Support.
• Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Gather patient information, fulfill patient needs, educate patients, where applicable, to prevent the need for future contacts and 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.
• Serve as a resource for other Medical Office staff and other administrative support staff.
• Train new staff and may serve as a super user for new systems.
• Talk to prospective patients and/or family members to determine appropriate health care provider for patient(s).
• Advanced discussion includes: if provider is appropriate specialist, or if someone else may be more appropriate based on area of specialization, timeframe to get an appointment, insurance coverage, and geographic location.
• Offer effective alternatives to patient when appropriate.
• Routinely addresses patient related situations based on past experiences, and knowledge and understanding of healthcare resources and how they should be used.
• Coordinate all pieces of a patient visits pre and post op. This includes scheduling all preliminary exams, imaging studies, and other tests in a timely fashion, and then gathering results for physician review.
• Coordinate patient visits within specialty program that requires more complex coordination of care across departments and/or multiple locations, departments, institutions and/or entity lines of service, and multiple systems.
• Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers who have a non-schegistrar as their MOC.
• Collect insurance information, and complete registration in EPIC.
• Answer more complex questions from patients about billing and refer to JHU Physician Billing Services and/or JHH Patient Financial Services.
• Support the physician with insurance preauthorization and single case agreement processes by submitting necessary clinical information as instructed by the physician.
• Coordinate follow-up office visits by providing information about treatment, and testing locations. Schedule lab tests and other procedures, and/or coordinates with other areas to complete scheduling process.
• When physician's clinic is cancelled, call patient to re-schedule physician and/or testing appointments pertaining to that visit.
• If requested by physician, complete courtesy calls to patients to remind them of appointment arrival times and answer questions about location, parking, what to bring, etc.
• Provide administrative support for medical matters on behalf of physicians.
• Answer in-coming call from patients and provide information to patients, as appropriate.
• Routinely check voice mail and return calls to patients within 24 hours.
• Coordinate with patient and/or referring physician to obtain outside medical records.
• Ensure that all relevant outside medical records are received and scanned into Epic in advance of clinic
• Send out letters and post op information to referring physicians, if needed.
• Send out confirmation letters to patients when appointment is scheduled in less than 2-week timeframe as needed.
• Review clinic schedules and make adjustment as appropriate.
• Reinforce information for office visits (e.g., scheduled dates of service, information to bring to the visit, driving instructions, where to park, etc.
• Act as a liaison for patient, coordinating future consultations, diagnostics tests, or procedures.
• Able to answer more complex questions with accuracy and provide up to date insurance information found on Johns Hopkins Managed Care website.
• Facilitate scheduling of lab tests and other procedures. Determine appropriate schedule for clinical appointments based on physician schedule and does three-way call to hand off patient to call center.
• Coordination of OR Cases (If appropriate)
• If applicable, prepare to support clinic activities from home in case of JHU closure (install virtual desktop and keep electronic reference lists as needed, and make sure you have cell or home phone numbers for physicians, supervisors, and clinic manager).
• Provide general administrative support to one or more physicians.

• High School Diploma or graduation equivalent.
• Three years progressively responsible Medical Office experience.
• Medical terminology required.
• Experience in the Johns Hopkins system strongly preferred.
• Additional education may substitute for up to one year of required experience to the extent permitted by the JHU equivalency formula.

Classified Title: Sr. Medical Office Coordinator
Job Posting Title (Working Title): CO Sr. Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $18.00 - $33.50 HRLY ($58,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Mon-Fri/8:00-4:30
Exempt Status: Non-Exempt
Location: Hybrid/JH at Bethesda
Department name: SOM Oto Sinus
Personnel area: School of Medicine