Medical Office Coordinator
Job Description
We are seeking a Medical Office Coordinator within the Division of Endocrinology to coordinate activities and provide clinical & administrative support for a multi-faceted clinical office an ensure a smoothly functioning office and good patient relations. The Medical Office Coordinator will interact with patients, patients’ families, referring physicians and third-party carriers regarding patient-related issues. Provides administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support. Works with others in a team environment.
Specific Duties & Responsibilities
- 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.
- Patient Scheduling
- Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers who have a non-registrar as their Medical Office Coordinator.
- 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.
- 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.
- 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 2 weeks out or as needed.
- Receive from physician completed and signed forms requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.
- Scan completed forms into EPIC and send original to patients for their records.
- Review clinic schedules, and make adjustment as appropriate
- 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 RX refills requested and route to physician
- Pend orders based on defined “Practice Preferences.”
- In-basket – Check messages daily and respond as directed by department policy.
- 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.
- Up to date 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's schedule and does three-way call to hand off patient to call center.
- Prescription refills
- Gather information and to pend RX request and route to appropriate clinician.
- Assist as needed with insurance authorizations for non-formulary medications.
Minimum Qualifications
- High School Diploma or graduation equivalent
- Two years administrative experience.
- Additional education may substitute for experience to the extent permitted by the JHU equivalency formula
Classified Title: Medical Office Coordinator
Job Posting Title (Working Title): Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD
Starting Salary Range: $16.00 - $28.50 hourly ($45,000 targeted; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 830pm to 5pm
Exempt Status: Non-Exempt
Location: Remote
Department name: SOM DOM Endocrinology
Personnel area: School of Medicine
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