Reports to Division Manager. Coordinates daily activities in a multi-faceted complex medical practice to ensure a smoothly functioning office and good patient relations. Also provides leadership and knowledge of financial clearance system for the division. Provides direct support to clinical staff on operational and administrative tasks including those related, but not limited to: templating, authorizations, scheduling, registration, ordering, electronic medical record usage and special projects. Serves as resource in a team focused environment. Addresses patient questions and concerns. Resolves issues promptly and accurately. Uses electronic medical record system to document all interactions with patients. Work with payors to learn requirements and obtain necessary authorizations for clinical procedures, services, medication and supplies. Acts independently with professionalism and efficiency.
Specific Duties & Responsibilities
• Acts as subject matter expert for practice regarding insurance information, both government and commercial.
• Obtains pre-certification/authorization and/or referrals, single case agreement, enrollment in drug co-pay assistance programs as required by payors for clinical procedures, services, medication, and supplies.
• Educates patients authoritatively about their coverage and payment responsibilities.
• Ensures patients understand and sign necessary documentation related to insurance coverage (e.g. Advance Beneficiary Notice form, Exclusion of Benefits form, private contracts, etc.).
• Collects payment/s from patients prior to services as needed. Follows protocol for time of service collections.
• Documents insurance information in the patient’s electronic medical record system accurately.
• Schedules new and follow up appointments for patients as related to prior authorization requirements, timelines, expectations, etc.
• Reviews schedules in advance to verify that scheduled procedures and services that require pre-authorization by payors have been obtained.
• Stays current on notices from payors on requirements for prior authorizations on new procedures, services and medications.
• Orders and obtains special medical supplies on as needed basis.
• Acts as point person for questions from interdisciplinary divisions such as the Call Center.
• Resolves patient questions promptly. Involves other divisions as needed (e.g. Billing).
• Retrieves and responds to incoming faxes.
• Acts on medical record requests which arrive directly for the division. Ensures that all relevant outside medical records are received and scanned in advance of appointment. Ensures that physician gets medical records in advance per protocol as appropriate.
• Monitors In-Basket messages daily. Resolves if possible. Routes and/or reminds clinical staff as needed.
• Provides support to Fellows secondary to Fellowship program coordinator.
• Assists clinic personnel in scheduling and rescheduling patient appointments as needed.
• Participates in tasks needed to ensure compliance with regulatory requirements.
• Monitors flow of office for improvement opportunities.
• Performs other duties as assigned.
Minimum Qualifications (Required)
High School Diploma/GED.
Three (3) years progressively responsible medical office experience.
Medical terminology required.
Intermediate computer and proofreading skills required.
Experience in the Johns Hopkins system strongly preferred.
Additional education may be substituted for up to one year of experience, to the extent permitted by the JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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. *
Experience in the Johns Hopkins system strongly preferred.
Two years college or equivalent work experience.
Two years related ophthalmology/JHH system work experience strongly preferred.
Knowledge of medical insurance coverage preferred.
Medical terminology and average computer skills preferred.
Classified Title: Sr. Medical Office Coordinator Working Title: CO Sr. Medical Office Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Hourly Pay Rate Range: $17.42 - $23.95 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30a - 5:00p / 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003003-SOM Oph Retina Service Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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