The Department of Medicine, Division of Gastroenterology is seeking a Medical Office Coordinator to ensure a smoothly functioning office and good patient relations day-to-day in a multi-faceted medical practice.

Specific Duties and Responsibilities:

Scheduling Responsibilities

• Schedules patients for various procedures, clinic appointments/consultations and other ancillary tests/procedures. 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, ensuring that patients have plans to arrive for their procedures/office visits and have appropriately prepared for their procedures. Fills vacancies due to cancellations.
• Verifies and enters pre-registration and insurance information into the computer system and prepares printed schedules when appropriate.

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.
• As appropriate, enters professional fee charges into an electronic billing system.
• Assists patients, patients’ families, referring physicians and third party insurance companies to resolve patient-related issues.
• Triages patient calls and medical issues. Answers patient medical 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.
• Maintains familiarity with various types of medical insurance to explain these plans.
• 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.
• Triages patient calls and medical issues. Answers patient medical 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.
• Maintains familiarity with various types of medical insurance to explain these plans.
• 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.
• Obtains pre-certifications as required by patients’ health care insurers or managed care providers. Utilizes knowledge of physician(s)’ practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services.
• Assists patients or family members with completion of medical insurance forms.
• Informs patients of costs of care being provided, and guides them to appropriate resources for further information, guidance or assistance.
• Uses automated systems to access, enter and edit patient information.

Administrative Assistant Responsibilities

• Serves as administrative assistant to Physician.
• 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 personal 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 messages 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.
• Coordinates the servicing of office equipment.
• Completes various request forms for office supplies and equipment as directed.
• Prints and mails/faxes directions, maps and department-specific information to patients.

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 a dissatisfied customer.
• Is generous in assisting and supporting others. Participates in covering telephones and assisting other faculty and staff when needed.

Computer Knowledge Expectations

• Operates personal 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.

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

• Experience in the Johns Hopkins system.
• Knowledge of medical insurance coverage.
• Medical terminology skills.

Classified Title: Medical Office Coordinator 
Role/Level/Range: ATO 40/E/02/OD  
Starting Salary Range: $16.20 - $28.80 HRLY ($45,760 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F 8:30a - 5p 
Exempt Status: Non-Exempt 
Location: JH at Greenspring Station 
Department name: ​​​​​​​SOM DOM Gastroenterology  
Personnel area: School of Medicine