Sr. Medical Office Coordinator

We are seeking a Sr. Medical Office Coordinator (Sr. MOC) for the Center for Nontuberculous Mycobacteria (NTM) and Bronchiectasis (NTMB) is responsible for coordinating daily activities of the clinics and their personnel. The NTMB clinical team includes three physicians (including the Clinical Director and Program Director), one Nurse Practitioner, and three Physical Therapists. The Sr. MOC serves as the primary client/patient scheduler, insurance expert, referral coordinator, client/patient resource, and day-to-day office manager for this high-volume medical practice. The Sr. MOC is responsible for coordinating with Johns Hopkins Bayview Asthma and Allergy Center personnel to ensure smooth operations and coordinates the weekly multidisciplinary meeting.

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, and all other clients of the Center for NTM and Bronchiectasis.
• 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 caregivers. Send New Patient Packet with appointment, parking and program information.
• Use automated systems (e.g., EPIC, phone systems, etc.) to manage provider templates, complete patient scheduling, complete pre-registration, and document all phone encounters, conversations, and inquiries in the medical record. Upload medical records. Use automated systems to relay messages to patients and to providers regarding patient care and patient inquiries.
• Receive New Patient Referrals, send NTMB New Patient Check list to referring provider/patient and ensure appropriate/requested items are received. Once all materials have been gathered, send to nurse practitioner for review of referral. Once approved, will schedule appointment.
• Coordinate new and 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. Coordinate with Asthma and Allergy Center clinic manager, as needed.
• Coordinate with template request team for clinic closures and reschedules.
• Coordinate interpreters for New and Follow up visit.
• Relays 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.
• Obtain Chest CT images and upload to Ambra or coordinate with patient to directly upload to Ambra. Once images uploaded to Ambra, pend Archive order to providers.
• Maintains familiarity with various types of medical insurance and how and when to obtain insurance prior authorization for office visits with providers, treatment, and/or testing that may be requested prior to, at the time of, or after the visit.
• Provides administrative support for medical matters on behalf of the Center for NTM and Bronchiectasis. Administrative support includes, but is not limited to, handling outgoing and incoming faxes (checking/forwarding eFax, NTMB and nurse fax line), organizing medical records, filing, answering phones (NTMB and nurse fax line), calling patients and returning patient calls within 48 hours (ideally same day when feasible), sending emails/Epic messages/MyChart messages to patients and providers, addressing non-clinical MyChart message requests from patients, handling office outgoing and incoming mail, picking up samples for testing from various on-site locations, etc.
• Provides routine office support: answers phone, greets visitors, maintains calendar, arranges meetings, sorts and responds to mail, files, maintains office equipment; promptly alerts program leadership, 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 program leadership. 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