CO Medical Office Coordinator

We are seeking a CO Medical Office Coordinator who will coordinate activities and provide administrative support for a multi-faceted clinical office to ensure a smoothly functioning office and good patient relations. Interact with patients, patients’ families, referring physicians and third-party carriers with regard to patient-related issues. Work with others in a team environment. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support.

Specific Duties & Responsibilities

Medical Administrative Support

• Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Gather patient information, fulfill patient needs, educate patients, where applicable, to prevent the need for future contacts and document interactions in applicable systems.
• Provide quality service and support in a variety of areas which may include, but not limited to scheduling, registration and care coordination.

Clinical Support

•  Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers.
• Collect insurance information, and complete registration in EPIC.
• Answer questions from patients about billing and refer to JHU Physician Billing Services and/or JHH Patient Financial Services.
• Support the physician with insurance preauthorization and single case agreement processes by submitting necessary clinical information as instructed by the physician.
• Coordinate follow-up office visits by providing information about treatment, and testing locations. Schedule lab tests and other procedures, and/or coordinates with other areas to complete scheduling process.
•  When physician’s clinic is cancelled, call patient to re-schedule physician and/or testing appointments pertaining to that visit.
•  If requested by physician, complete courtesy calls to patients to remind them of appointment arrival times and answer questions about location, parking, what to bring, etc.
•  All information entered into EPIC will be subject to evaluation, quality controls and performance management standards.
• Participate in multi-party conversations to ensure appropriate timing of services and medical records as required by physician.
•  Provide administrative support for medical matters on behalf of physicians.
• Answer in-coming call from patients and provide information to patients, as appropriate
• Routinely check voice mail and return calls to patients within 24 hours.
• Monitor/manage office fax and scanning appropriate documents to medical record.
• Coordinate with patient and/or referring physician to obtain outside medical records.
• Ensure that all relevant outside medical records are received and scanned into Epic in advance of clinic.
• Ensure that physician gets medical records in advance per protocol as appropriate.
• Refer patient to appropriate resources/clinical areas.
• Send out letters and post op information to referring physicians, if needed.
• Send out confirmation letters to patients when appointment is scheduled less than 1 week out and/or does not have MyChart, or as needed.
• Review clinic schedules, and make adjustment as appropriate.
• Open and/or close provider templates using appropriate codes/reasons.
• Ensure that template closures occur greater than 30 days in the future so as not to impact the provider bump rates.
• Ensure that appointment notes are detailed and legible.
• Other activity processed in EPIC.
• Enter patient phone messages and route to physician.
• Print and send patient letters as necessary.
• Document inbound/outbound phone messages to patients as appropriate.
• Pend orders based on defined “Practice Preferences.”
• Inbasket – Check messages daily and respond as directed by divisional policy.
• Upload imaging discs into the Ambra Image share system; educate patients or other institutions on how to upload images remotely.
• Requesting, processing, and coordinating with JHH pathology regarding outside pathology.
• Provide information to patients.
• Reinforce information for office visits (e.g. scheduled dates of service, information to bring to the visit, driving instructions, where to park, etc.
• Act as a liaison for patient, coordinating future consultations, diagnostics tests, or procedures.
• Reference and become familiar with insurance information found on Johns Hopkins Managed Care website.
• Facilitate scheduling of lab tests and other procedures. Determines appropriate schedule for clinical appointments based on physician schedule, and does three way call to hand off patie