The primary responsibility of the Medical Office Coordinator within the Department of Genetic Medicine is to coordinate activities and administrative support for a multifaceted, highly specialized clinical office. This position requires coordination of initial and follow-up care for the Genetic Medicine patients. The candidate will be required to regular, professional interactions with patients, patient families, physicians, Genetic Counselors, insurance companies and third-party carriers with regard to patient related issues.
Specific Duties & Responsibilities
Professionally and efficiently handle incoming requests from patients and ensure that the issues are resolved promptly and thoroughly. Requires unwavering professional phone etiquette and in person verbal communication with patients, family members, visitors, care partners, providers, counselors, and all other clients of the Department of Genetic Medicine clinical practice.
Gather patient information, fulfill patient needs, educate patients, family members and care partners, where applicable
Provide high quality service and support in a variety of areas which may include, but not limited to scheduling, registration, insurance authorization, intake packets, medical records information, and care coordination within the clinical practice and with external clinical care givers
Use automated systems (e.g., EPIC, Medgis, phone systems, etc) to manage provider templates, complete patient scheduling, complete pre-registration, check-in and check-out, and document all phone encounters, conversations, and inquiries in the medical record. Use automated systems to relay messages to patients and to providers regarding patient care and patient inquiries.
Coordinate follow up office visits by providing information about treatment and test locations, scheduling follow up appointment times, sending appropriate paperwork and documentation, and calling patients to remind them of upcoming appointments.
Relay information to patients regarding preparation for laboratory tests and examinations, and what they can expect on the day of their visit. Visits may be either in person or via video (telemedicine) and appropriate preparatory documentation must be provided by the coordinator to the patient and/or care partner involved in their care.
Maintain familiarity with various types of medical insurance and how and when to obtain insurance prior authorization for office visits with providers and Genetic Counselors, as well as for genetic testing that may be requested prior to or at the time of the visit.
Provide administrative support for medical matters on behalf of Physicians and Genetic Counselors. Administrative support includes, but is not limited to, handling outgoing and incoming faxes, organizing medical records, filing, answering phones, calling patients, sending emails/Epic messages/MyChart messages to patients and providers, handling office outgoing and incoming mail, picking up samples for testing from various on-site locations, etc.
Provide routine office support: answers phone, greets visitors, maintains calendar, arranges meetings, sorts and responds to mail, files, maintains office equipment; promptly alerts Clinic Manager, Genetic Counselor Manager, and/or other senior manager or Administrator of any issues or concerns that arise.
Assist with the financial clearance of appointments, imaging, and testing as needed and when assigned by the Clinic Manager. This position will cross train between routine medical office coordinating activities and financial clearance for medical appointments and will be expected to assist with financial clearance as needed.
Pick up patient specimens in a timely manner when assigned and/or when requested to do so by any provider in the clinical practice. Patient specimens may be located at any of several locations within the hospital campus.
Monitor provider schedules for out of state video visits that may require the provider to have a medical license in the state where the patient resides.
Prospectively review schedules for all assigned providers and ensure that schedules are filled (without open slots). If schedules have openings, work with Access Services to fill these slots before others are filled so that each provider’s schedule utilization is maximized.
Learn and understand each of the department’s Key Performance Indicators and practice continual performance improvement for ensuring the department achieves high quality indicator scores.
Perform other duties as assigned.
Minimum Qualifications (Required)
High School Diploma/GED.
Two (2) years secretarial experience.
Additional education may be substituted for years of related experience. 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.
Special Knowledge, Skills, and Abilities
An understanding of hospital and physician office practices required.
Experience in the Johns Hopkins system is strongly preferred; medical terminology and an advanced knowledge of windows, MS Office, EPIC are preferred.
Classified Title: Medical Office Coordinator Working Title: Medical Office Coordinator Role/Level/Range: ATO 40/E/02/OD Starting Hourly Pay Rate Range: $15.26 - $21.00 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30a-5:00p / 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002893-SOM Genetics Medical Genetics Clinic 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 protected]. 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.