Sr. Medical Office Coordinator (Orthopaedic Surgery)
The Johns Hopkins University, Bethesda, MD, United States
Sr. Medical Office Coordinator (Sr. MOC)
The Department of Orthopaedic Surgery is seeking a Sr. Medical Office Coordinator (Sr. MOC) to coordinate day-to-day activities of a multi-faceted complex medical and/or surgical orthopedic practice to ensure a smoothly functioning office and good patient relations. Serve as resource in a team environment. Address patient problems, third party issues and patient-related situations based on experience and resolve issues independently. As appropriate, refer patients to other resources. Adapt to changes in technology and software to ensure efficient office practice. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support.
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 including scheduling, registration and care coordination.
Serve as a resource for other Medical Office Coordinators and other administrative support staff in the department. Assist in training new staff and may serve as a super user for new systems.
Talk to prospective patients and/or family members to determine appropriate health care provider for patient(s). Determine whether a provider is an appropriate specialist or if another option may be more appropriate, based on area of specialization, timeframe to get an appointment, insurance coverage, and geographic location; offer effective alternatives when appropriate.
Routinely address complex situations based on past experiences and knowledge of healthcare resources. Examples may include working with VIP patients, international patients, and unique scheduling situations.
Coordinate all pieces of complex patient visits pre- and post-op, including scheduling preliminary exams, imaging studies, and other tests in a timely fashion, and gathering results for physician review.
Coordinate patient visits within specialty programs that require more complex coordination of care across departments and/or multiple locations, institutions and/or entity lines of service, and multiple systems.
Patient Scheduling in EPIC
Schedule new and follow-up clinic appointments and assist in cancelling and rescheduling clinics for providers who have a non-schegistrar as their MOC.
Collect insurance information, and complete registration in EPIC.
Answer complex 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 coordinate with other areas to complete scheduling process.
When the physician’s clinic is cancelled, call patients to re-schedule physician and/or testing appointments pertaining to that visit.
If requested by the 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 incoming calls from patients and provide information to patients as appropriate.
Routinely check voicemail 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 an appointment is scheduled in less than 2 weeks as needed.
Receive from physician completed and signed forms requested by the patient (e.g., Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA); all completed forms should be scanned into EPIC and the original sent to the patients for their records.
Review clinic schedules and make adjustments 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.
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, items to bring, driving instructions, parking, etc.).
Act as a liaison for patients, coordinating future consultations, diagnostics tests, or procedures.
Able to answer more complex questions with accuracy and provide up-to-date insurance information found on Johns Hopkins Managed Care website.
Facilitate scheduling of lab tests and other procedures; determine appropriate schedule for clinical appointments based on physician schedule and three-way call to hand off patient to call center.
Prescription Refills
Gather information to pend RX requests and route to physician.
Assist as needed with insurance authorizations for non-formulary medications.
Coordination of OR Cases
Work with surgical scheduling coordinator to post all OR cases.
Verify that the posting sheet is completed and signed by the surgeon and scanned within EPIC.
Send out surgical packet to patient with pre-op instructions.
Verify all documents are received and scanned appropriately into EPIC prior to date of surgery.
If applicable, prepare to support clinic activities from home in case of JHU closure (install virtual desktop and keep electronic reference lists as needed, and make sure you have cell or home phone numbers for physicians, supervisors, and clinic manager).
Academic/General Administrative Support
Provide general administrative support to one or more physicians.
Answer office phone, schedule meetings/maintain calendars for physicians, make travel arrangements, maintain filing system (copy or scan as indicated).
Assist with preparation of correspondence, reports, posters, and related documents.
Compile information for reports, grant applications, manuscripts, etc.
May coordinate meetings on behalf of the physician.
Process reimbursements per department protocol as applicable.
Minimum Qualifications
High School Diploma or graduation equivalent
Three years progressively responsible medical office experience. Medical
Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Classified Title: Sr. Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($57,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F 8a-4:30p
FLSA Status: Non-Exempt
Location: Hybrid/JH at Bethesda
Department name: SOM Ortho Adult Division
Personnel area: School of Medicine
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The Department of Orthopaedic Surgery is seeking a Sr. Medical Office Coordinator (Sr. MOC) to coordinate day-to-day activities of a multi-faceted complex medical and/or surgical orthopedic practice to ensure a smoothly functioning office and good patient relations. Serve as resource in a team environment. Address patient problems, third party issues and patient-related situations based on experience and resolve issues independently. As appropriate, refer patients to other resources. Adapt to changes in technology and software to ensure efficient office practice. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support.
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 including scheduling, registration and care coordination.
Serve as a resource for other Medical Office Coordinators and other administrative support staff in the department. Assist in training new staff and may serve as a super user for new systems.
Talk to prospective patients and/or family members to determine appropriate health care provider for patient(s). Determine whether a provider is an appropriate specialist or if another option may be more appropriate, based on area of specialization, timeframe to get an appointment, insurance coverage, and geographic location; offer effective alternatives when appropriate.
Routinely address complex situations based on past experiences and knowledge of healthcare resources. Examples may include working with VIP patients, international patients, and unique scheduling situations.
Coordinate all pieces of complex patient visits pre- and post-op, including scheduling preliminary exams, imaging studies, and other tests in a timely fashion, and gathering results for physician review.
Coordinate patient visits within specialty programs that require more complex coordination of care across departments and/or multiple locations, institutions and/or entity lines of service, and multiple systems.
Patient Scheduling in EPIC
Schedule new and follow-up clinic appointments and assist in cancelling and rescheduling clinics for providers who have a non-schegistrar as their MOC.
Collect insurance information, and complete registration in EPIC.
Answer complex 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 coordinate with other areas to complete scheduling process.
When the physician’s clinic is cancelled, call patients to re-schedule physician and/or testing appointments pertaining to that visit.
If requested by the 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 incoming calls from patients and provide information to patients as appropriate.
Routinely check voicemail 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 an appointment is scheduled in less than 2 weeks as needed.
Receive from physician completed and signed forms requested by the patient (e.g., Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA); all completed forms should be scanned into EPIC and the original sent to the patients for their records.
Review clinic schedules and make adjustments 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.
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, items to bring, driving instructions, parking, etc.).
Act as a liaison for patients, coordinating future consultations, diagnostics tests, or procedures.
Able to answer more complex questions with accuracy and provide up-to-date insurance information found on Johns Hopkins Managed Care website.
Facilitate scheduling of lab tests and other procedures; determine appropriate schedule for clinical appointments based on physician schedule and three-way call to hand off patient to call center.
Prescription Refills
Gather information to pend RX requests and route to physician.
Assist as needed with insurance authorizations for non-formulary medications.
Coordination of OR Cases
Work with surgical scheduling coordinator to post all OR cases.
Verify that the posting sheet is completed and signed by the surgeon and scanned within EPIC.
Send out surgical packet to patient with pre-op instructions.
Verify all documents are received and scanned appropriately into EPIC prior to date of surgery.
If applicable, prepare to support clinic activities from home in case of JHU closure (install virtual desktop and keep electronic reference lists as needed, and make sure you have cell or home phone numbers for physicians, supervisors, and clinic manager).
Academic/General Administrative Support
Provide general administrative support to one or more physicians.
Answer office phone, schedule meetings/maintain calendars for physicians, make travel arrangements, maintain filing system (copy or scan as indicated).
Assist with preparation of correspondence, reports, posters, and related documents.
Compile information for reports, grant applications, manuscripts, etc.
May coordinate meetings on behalf of the physician.
Process reimbursements per department protocol as applicable.
Minimum Qualifications
High School Diploma or graduation equivalent
Three years progressively responsible medical office experience. Medical
Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Classified Title: Sr. Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($57,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F 8a-4:30p
FLSA Status: Non-Exempt
Location: Hybrid/JH at Bethesda
Department name: SOM Ortho Adult Division
Personnel area: School of Medicine
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