CO Sr Medical Office Coordinator

Job Req ID: 114423

CO Sr Medical Office Coordinator

The Department of Surgery is seeking a CO Sr. Medical Office Coordinator that will be responsible for the coordination of the day-to-day activities of a multi-faceted medical practice to ensure a smoothly functioning office and good patient relations. Serves as administrative assistant to multiple faculty members. Resolves patient problems, third party issues (including insurance) and refers patients to appropriate resources. Serves as a resource in a team environment. Adapts to changes in technology and software to ensure efficient office practice.

Specific Duties & Responsibilities

• Schedules various appointments for faculty. Resolves any schedule 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.)

• Confirms all patient clinic and procedure appointments by telephone (MyChart), ensuring that patients have plans to arrive for their procedures/office visits and have appropriately prepared for their procedures. Fills vacancies due to cancellations.

Clinical Administrative Responsibilities

• Assists physician(s) and nurse practitioner(s) in monitoring signing of operative notes, discharge summaries and clinic notes. Distributes 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.

• 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 Physician(s).

• 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 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 message and greets visitors.

• Maintains calendar, schedules appointments and meeting rooms.

• Opens, sorts and screens mail.

• Files in alphabetical order and locates material from files.

• Assists with making routine travel and accommodation arrangements and produces an itinerary for each travel event.

• Completes various request forms for office supplies and equipment as directed.

• Prints and mails/faxes directions, maps and department-specific information to patients.

• Prepares forms and receipts for physician travel and other reimbursements.

Customer Service and 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.

Computer Knowledge Expectations

• Operates computer to access email, computerized scheduling and documentation databases, and other basic office support software.

• Successfully completes all required EPIC training courses and EPR and other software systems.

• Completes all required HIPAA and other specified online training courses.

• Other duties, for all categories, as assigned.

Decision Making

• On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences and results having an impact on people, costs and/or quality of service within the functional area. Carries out duties and responsibilities with limited supervision.

Communication

• Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.

Minimum Qualifications

• High School Diploma or graduation equivalent.

• Three years progressively responsible medical office experience. Medical terminology required. Intermediate computer and proofreading skills 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 ($53,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: M-F 8-5

Exempt Status: Non-Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM Sur Thoracic Surgery

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.

EEO is 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.

Hybrid: On-site 3-4 days a week