Medical Office Coordinator

We are seeking a Medical Office Coordinator who will coordinate daily clinical activities of the Pulmonary Hypertension Program to ensure a smoothly functioning office and good patient relations. Coordinates administrative and clinical activities for six faculty and their clinical and research staff within the Division of Pulmonary and Critical Care Medicine at Johns Hopkins Downtown campus. Interacts with patients, patients' families, referring physicians, hospitals, testing facilities, pharmacies and third-party carriers with regard to patient-related issues. Works with others in a team environment. Interprets operating policies and exercises independent judgment in the resolution of administrative problems.

Specific Duties & Responsibilities

Scheduling 

• Schedules patients for various procedures, clinic appointments/consultations and other ancillary tests/procedures at both in and out of the Johns Hopkins Medical System. 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 patient clinic and procedure appointments per Pulmonary Hypertension policies, 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 patient information into the systems used by the Pulmonary Hypertension program.
• Verifies that the PH program office calendar is up to date and accurate.
• Seeks to identify and revise policies and process as needed to improve workflows.

Clinical Administrative 

• 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 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.
• Assists with obtaining precertification as required by patients’ health care insurers or managed care providers. Utilizes knowledge of physician(s)’ practice and requirements of third party payers to provide appropriate documentation to assure authorization/certification for medical services.
• Uses automated systems to access, enter and edit patient information.
• Obtains outside medical records and testing results for PH physician and staff review.

Administrative Assistant 

• Generates and sends routine correspondence and required patient information.
• Answers telephone and relays messages to the appropriate provider, team member or department.
• Opens, sorts and screens clinical mail.
• Electronically files according to Pulmonary Hypertension program policies and locates material from files.
• Coordinates the servicing of office equipment and cleaning.
• Completes various request forms for office supplies and equipment as directed.
• Prints and mails/emails/faxes directions, maps and department-specific clinical 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 

• Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software.
• Successfully completes all required EPIC training courses as well as other software systems required for the position.
• Completes all required HIPAA and other specified online training courses.

Additional Knowledge, Skills, and Abilities

• Scope of Responsibility k