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Sr. Medical Office Coordinator

Johns Hopkins University
United States, Maryland, Baltimore
Feb 07, 2025
We are seeking a *Sr. Medical Office Coordinatorwho will provide complex clinic support to the Chronic Pain Clinic satellite sites and scheduling support for patients who need OR procedures and surgeries. Serve as the office's advocate and troubleshooter for patients, patients' families, referring physicians, and third-party carriers regarding to patient-related issues. Maintain scheduling system templates for the multiple clinics. Represent the division as appropriate in communicating professionally with faculty, administrators, staff and external contacts to respond to questions, and resolve administrative problems and issues as needed. Interpret operating policies of the University and the Hospital. Act proactively and independently, exercise good judgment, think creatively to manage complex projects and have the ability to work with multiple interruptions and still stay on task. May perform duties of a sensitive and confidential nature. Specific Duties & Responsibilities* Registration Verify and enter pre-registration and insurance information into the computer system and prepares daily printed schedules for designated areas. Obtains and/or verifies patient's demographic data by phone or in person. Confirms appointments by telephone and/or mail. Fills appointment vacancies due to cancellations. Obtains pre-certifications as required by patients' health care insurers or managed care providers. Registers patients for clinical appointments using computerized database. Scheduling Schedules patients for consultation and follow up in the Chronic Pain Clinic and Perioperative Pain Clinic using Epic system for medical examinations and consultations. Proactively seeks to schedule/reschedule patients for efficient utilization of resources (e.g., backfill to cover cancellations or add urgent appointments). Schedule OR procedures for chronic pain and Kennedy Krieger Institute patients. Template Management Acting as Certified Template Builder for the Division, provide long term template management and adjustments, maintain Template standards, continual template analysis and improvement, protocol management. Responsible for setting of Epic templates for all of the satellite site physicians in both Cadence and Optime. Patient's Medical Records Ensure all patients records are handled in a confidential manner. Regularly print and prepare medical questionnaire forms and other information according to departmental guidelines. Ensure that the patients fill the appropriate forms upon arrival. Responsible for ensuring that patient records are appropriately stored in Epic. Check-out Ensure that the patients check out after consultation and make their follow up bookings if any. Scan all the medical records and store them in Epic after the doctor's visit. Store the patient's hard copy records in a safe and secure place. Phone, Fax, in Baskets, and Email Answers phones and provide routine information to callers. Call patients to remind them of scheduled visits and procedures or follow up on missed appointments and procedures. Relay telephone messages to the clinic team and follow up with the patient's to ensure that their needs are met to satisfaction. Manage all emails and in basket messages relating to Chronic Pain Clinic and Perioperative Pain Clinic and liaise with different departments to ensure that the patients are booked as requested. Liaise with doctors and APP's to manage all incoming and outgoing fax messages regarding authorizations, patient's records and insurance. Procedural and OR Scheduling Following department protocols, reach out to and schedule patients for procedures and surgeries as ordered by attending physicians Relay pertinent information and instructions regarding preparation, arrival, and departure from procedure/surgeries Customer Service Offer friendly, courteous assistance to every patient to ensure that the patient has a positive, professional experience while at Johns Hopkins or on the phone. Relays information to patients regarding preparation for these appointments. Accurately verifies referral and authorization information and enters into computer system according to departmental guidelines. Financial Clearance Verifies financial information and submit pre-authorization requests as needed. Follows up on insurance requests for more information, denials, peer to peers. Collects time of service payments, issues receipts, and prepares cash settlement records. Discusses patient charges, if appropriate, with patients and/or patients' families. Refers patient to appropriate office if financial counseling is necessary. Minimum Qualifications High School Diploma or graduation equivalent. Three years progressively responsible medical office experience. Medical terminology required. Intermediate computer and proofreading skills required. Additional education may substitute for 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):Sr. Medical Office Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $18.20 - $33.90 HRLY ($$24.82/hour targeted; Commensurate with experience) Employee group: Full Time Schedule: Mon-Fri Exempt Status:Non-Exempt Location:School of Medicine - East Baltimore Campus Department name: 10002731-SOM Ane Pain Personnel area: School of Medicine Total Rewards The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/. Education and Experience Equivalency Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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. Applicants Completing Studies Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date. Background Checks The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function. Diversity and Inclusion The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion. Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. EEOis the Law https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf Accommodation Information 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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/. Vaccine Requirements Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine.The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/. The following additional provisions may apply, depending upon 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.