Medical Office Coordinator (2024)

We are seeking a Medical Office Coordinator within the Division of Endocrinology to coordinate activities and provide clinical & administrative support for a multi-faceted clinical office an ensure a smoothly functioning office and good patient relations. The Medical Office Coordinator will interact with patients, patients’ families, referring physicians and third-party carriers regarding patient-related issues. Provides administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support. Works with others in a team environment.

Specific Duties & Responsibilities

• 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.

• Patient Scheduling
• Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers who have a non-registrar as their Medical Office Coordinator.
• Collect insurance information, and complete registration in EPIC.
• Answer 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.
• All information entered into EPIC will be subject to evaluation, quality controls and performance management standards.

• 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.
• Ensure that physician gets medical records in advance per protocol as appropriate.
• Refer patient to appropriate resources/clinical areas.
• Send out letters and post op information to referring physicians, if needed.
• Send out confirmation letters to patients when appointment is scheduled less than 2 weeks out or as needed.
• Receive from physician completed and signed forms requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.
• Scan completed forms into EPIC and send original to patients for their records.

• Review clinic schedules, and make adjustment as appropriate
• Other activity processed in EPIC
• Enter patient phone messages and route to physician.
• Print and send patient letters as necessary
• Document inbound/outbound phone messages to patients as appropriate.
• Pend RX refills requested and route to physician
• Pend orders based on defined “Practice Preferences.”
• In-basket – Check messages daily and respond as directed by department policy.

• Provide information to patients
• 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.
• Up to date insurance information found on Johns Hopkins Managed Care website.
• Facilitate scheduling of lab tests and other procedures. Determines appropriate schedule for clinical appointments based on physician's schedule and does three-way call to hand off patient to call center.

• Prescription refills
• Gather information and to pend RX request and route to appropriate clinician.
• Assist as needed with insurance authorizations for non-formulary medications.

Minimum Qualifications

• High School Diploma or graduation equivalent
• Two years administrative experience.
• Additional education may substitute for experience to the extent permitted by the JHU equivalency formula

Classified Title: Medical Office Coordinator
Job Posting Title (Working Title):Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD
Starting Salary Range: $16.00 - $28.50 hourly ($45,000 targeted; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 830pm to 5pm
Exempt Status:Non-Exempt
Location:Remote
Department name: SOM DOM Endocrinology
Personnel area: School of Medicine