Coordinates the day-to-day activities of a multi-faceted medical practice to ensure a smoothly functioning office and good patient relations. Serves as administrative assistant to multiple faculty members. Resolves patient problems, third party issues (including insurance) and refers patients to appropriate resources. Serves as a resource in a team environment.
Schedules various appointments for faculty. 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 all patient clinic and procedure appointments by telephone, ensuring that patients have plans to arrive for their procedures/office visits and have appropriately prepared for their procedures. Fills vacancies due to cancellations.
Clinical Administrative Responsibilities
Assists physician(s) and nurse practitioner(s) in monitoring signing of operative notes, discharge summaries and clinic notes. Distributes clinic and procedure notes to referring physicians.
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 issues. Answers patient 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.
If a patient must be admitted to the hospital, ensures all JHU administrative tasks are completed to direct admit the patient to the appropriate inpatient nursing floor.
Administrative Assistant Responsibilities
Serves as administrative assistant to Physician.
Assists with administrative tasks associated with the preparation of research grants (copying, faxing, mailing, obtaining information from other departments/divisions/faculty, etc.).
Types routine correspondence and reports from dictation or handwritten copy using personal computer.
Transcribes machine dictated medical reports and other documentation using medical terminology.
Uses personal computer to prepare manuscripts, grant proposals, statistical reports, tables and charts using knowledge of scientific, medical, literary or other technical terms.
Answers telephone, screens callers, relays messages and greets visitors.
Maintains calendar, schedules appointments and meeting rooms.
Opens, sorts and screens mail.
Files in alphabetical order and locates material from files.
Assists with making routine travel and accommodation arrangements, and produces an itinerary for each travel event.
Completes various request forms for office supplies and equipment as directed.
Prints and mails/faxes directions, maps and department-specific information to patients.
Prepares forms and receipts for physician travel and other reimbursements.
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 dissatisfied customers.
Is generous in assisting and supporting others. Participates in covering telephones and assisting other faculty and staff when needed.
Works cooperatively with other staff. Responds to requests from coworkers or other departments in a mutually agreed upon time frame. Maintains professional demeanor with all coworkers.
Special Knowledge, Skills, and Abilities:
Medical terminology required. Intermediate computer and proofreading skills required.
Experience in the Johns Hopkins system strongly preferred.
Knowledge of medical insurance coverage preferred.
Medical terminology skills required.
Intermediate computer and proofreading skills required.
Basic computer skills required.
Knowledge of Microsoft Office applications required.
Demonstrated ability for self-direction and initiation required. Demonstrated ability to work independently and as part of a team required. Demonstrated customer service skills required.
High School Diploma/GED. 3 years progressively responsible medical office experience.
Additional education may be substituted for up to one year of experience in accordance with the JHU equivalency formula.
Classified Title: Sr. Medical Office Coordinator Working Title: Sr. Medical Office Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95/hr; Commensurate with experience Employee group: Full Time Schedule: M-F, 804 Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003968-SOM Sur Ravitch Colorectal 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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During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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