Serves as the office’s advocate and troubleshooter for patients, patient’s families, referring physicians and third party carriers with regard to patient related issues. Knowledgeable and competent in all jobs in the office, providing a wide variety of advanced clerical and secretarial support to the practice. Offers friendly, courteous, and confidential assistance to every patient to ensure that the patient has a positive experience while at Johns Hopkins. Maintains accurate information on each patient to facilitate the patient’s encounter. Uses automated systems to expedite patient scheduling, pre-registration, check-in and check-out. Assumes administrative tasks, special projects, and so forth, as requested by the manager of the service. Maintains scheduling system templates for multiple physicians in the department, and Cornea Tech template as indicated. Research and rectify billing inquiries. Provides backup coverage for the front desk and other Medical Office Coordinators.
Specific Duties & Responsibilities
Prepares for each clinic session in advance using the computer to view appointments, retrieves materials needed to ensure smooth and efficient operations.
Communicates with Central Call Center regarding scheduling issues and special scheduling requests.
Obtain prior authorization for procedures and medications
Communicates with Registration regarding insurance related matters and coverage issues.
Assists patients or family members with completion of medical insurance forms.
Reviews patient charges and extracts chargeable items.
Informs patients of costs of care and guides them to appropriate resources for further information, guidance, or assistance.
Evaluates eligibility for alternative sources of financing, refers patient to appropriate offices.
Collects time of service payments, issues receipts, and prepares cash settlement records.
Arranges or assists in arranging patient transportation.
Keep patients and their families informed of delays. Answer phones and provide information to callers
Schedules patients for laboratory tests, medical examinations, and consultations.
Relays information to patients regarding preparation for laboratory tests and examinations.
Coordinates visits both within the department and 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.
Scans documentation into electronic medical record.
Sends medical questionnaire forms to patients to obtain missing information.
Maintain the templates for faculty, fellows, and technician as needed in coordination with clinic manager or faculty member.
Screens patient calls and monitors In Basket messages. Answers patients’ medical questions where appropriate and determines if physician/nurse response is required.
Triages calls and identifies emergent concerns. Notifies physician or schedules emergency appointment as appropriate.
Assist providers with prescription refill requests and specialty medication ordering. Coordinate medication prior-authorization as needed.
Determines whether patient referrals are within physician’s sub-specialty or should be referred elsewhere in the department. Determines if patients need to be evaluated by more than one sub-specialist. Schedules appointments and/or makes referral as app
Coordinates special appointments and arrangements for VIP patients as required.
Ensures effective interpersonal communication by answering all calls within 3 rings, minimizing caller’s time on hold and speaking with everyone if a friendly and helpful tone.
Assists patients, patients’ families, referring physicians, and third party carriers to resolve patient related issues.
Utilizes knowledge of physicians’ practice and requirements of third party payers to provide appropriate documentation to assure authorization/certification for medical services.
Obtains pre-certifications as required by patient’s health care insurers or managed care providers.
Maintains familiarity with various types of medical/ophthalmology insurance to explain these plans.
Coordinate Single Case Agreements as needed.
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 (backfill to cover cancelations or add urgent appointments).
Serves as a liaison for physician practice to department administration, clinical management, and hospital services.
Assists patients with billing questions and works with billing office to resolve problems.
Operates office equipment such as computer, copier, fax.
Assists with calendar maintenance, schedules appointments, and takes steps to ensure coordination between physician meetings/times off and clinical responsibilities, reporting problem areas to administration.
Retrieve, review, and distribute faxes as appropriate.
Orders and maintain office supply inventory using cost effective methods.
Order and pick up ocular surface plates from Microbiology.
Other duties as required. TEAMWORK:
Acts as a liaison to clinical management.
Coordinate the orientation/training of new employees.
Consistently work in a positive and cooperative manner with fellow staff.
Assist other employees in the performance of their assignments.
Seek out opportunities to help rather than waiting to be asked.
Consider the impact of actions on other staff throughout the division.
Recognize the need for variations in staffing.
Demonstrate flexibility to perform duties wherever volume deems it necessary. PROBLEM SOLVING:
Demonstrate sound judgement by taking appropriate actions regarding questionable findings or concerns.
Investigate and follow through on unusual orders or requests for service or information.
Follow proper reporting procedures for actual or potential accidents and/or incidents so follow-up and/or prevention can occur.
Record/report the need for service maintenance or repair of equipment and remove any faulty equipment from service.
Consistently evaluate work and determine if further steps are needed to meet patient expectations.
Take initiative to do or redo inadequate or incomplete work, even if it is not yours. PRODUCTIVITY/EFFICIENCY:
Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such a reprioritizing work as necessary.
Minimize non-productive time and fill slow periods with activities that will enable you to prepare to meet the future needs of the division.
Organize job functions and work area to be able to effectively complete varied assignments within established time frames.
Consistently demonstrate ability to take the initiative to make decisions/choices without direct supervision. SCOPE OF RESPONSIBILITY: Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department. Will function as a member of a team working to promote a problem-solving atmosphere and cohesive and effective teamwork between all levels of personnel. DECISION MAKING/AUTHORITY: On a regular and continuous basis, exercises independent judgement and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area. COMMUNICATION: Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
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.
AA degree or higher preferred.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
Excellent organization, 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.
Must be able to interact well with staff, patients and physicians.
Classified Title: Sr. Medical Office Coordinator Working Title: CO Sr 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, 8:00a-4:30p/ 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002992-SOM Oph Anterior Segment 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@example.com. 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.
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.