Sr. Medical Office Coordinator (Medicine Bayview)

The Department of Medicine, Division of Rheumatology is seeking a Sr. Medical Office Coordinator who will be involved in the establishment of the Hopkins Lupus Center, a new multi-specialty care center.

Specific Duties & Responsibilities

• Coordinate the day-to-day activities of the Lupus Center, to ensure exemplary patient relations and a smoothly functioning center.
• Resolve patient problems and third-party issues (including insurance) and refer patients to appropriate resources as necessary.
• Offer friendly, courteous, and confidential assistance to patients to ensure an optimal experience while visiting the Hopkins Lupus Center.
• Maintain accurate and detailed information on each patient to facilitate a successful patient encounter.
• Use automated systems (EPIC) to schedule appointments, expedite patient requests, including refills and test scheduling.
• Work with others in a team environment exhibiting professionalism and exemplary customer service skills.
• Create new processes and systems to ensure high level of service to patients. In particular, the updating and printing of patient encounter forms.
• Schedule patients for new and returns appointments, medical examinations, procedures and consultations.
• Complete pre-registration to ensure that patient visits, procedures and medications are pre-authorized by third party payers, managed care organizations, and HMO's.
• Collate new patient referrals, send them to appropriate physician for review, and distribute them after review for scheduling
• Resolve any scheduling conflicts in proactive and timely manner.
• Demonstrate awareness of limitations of institutional resources and maximize physician scheduling within this context.
• Provide high level of coordination and communication for international and domestic patients, including scheduling multiple visits within a short time frame.
• Create processes and systems to ensure high level of service to patients.
• Proactively schedule / reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments, etc.).
• Provide exemplary customer service by utilizing service excellence techniques such as scripting, service recovery and rounding to ensure that patient expectations are exceeded during clinic visit.
• Resolve and / or elevate patient problems in a proactive and timely manner.
• Verify and enter pre-registration and insurance information and prepare daily printed schedules for designated areas.
• Demonstrates understanding and sensitivity to diversity. Considers cultural and linguistic differences that may impact patient experience and makes appropriate accommodations / recommendations to ensure patient expectations are exceeded.
• Print and mail directions, maps, fee schedules, doctor's notes, test results and other visit specific information to patients.
• Send medical questionnaire forms to patients to obtain missing information.
• Work in coordination with the clinic staff to ensure accuracy, proper organization and advanced preparation of clinic visits
• Relay information to patients regarding preparation for laboratory tests and examinations.
• Obtain and / or verify patient's demographic data by phone or in person.
• Confirm appointments by telephone and / or mail.
• Fill vacancies due to cancellations.
• Assure patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Assiss patients, physicians and / or family members with the completion of medical insurance forms.
• Inform patients of costs of care being provided and guide them to appropriate resources for further information or assistance.
• Log new patient referrals, contact new patients for appointments, and send letters to referring physician offices.
• Answer phones and provide routine information to callers.
• Process incoming faxes and mail in a timely fashion.

Minimum Qualifications

Preferred Qualifications

Classified Title : Sr. Medical Office Coordinator

Role / Level / Range : ATO 40 / E / 02 / OE

Starting Salary Range : $18.20 - $33.90 HRLY ($46,000 targeted; Commensurate w / exp.)

Employee group : Full Time

Schedule : M-F 8 : 30a - 5p

FLSA Status : Non-Exempt

Location : Hybrid / Johns Hopkins Bayview

Department name : SOM DOM Bay Rheumatology

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 requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the 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.

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.