Medical Office Coordinator (Urology)

We are seeking a Medical Office Coordinator (MOC) to Coordinate activities and provide secretarial support for a multi-faceted clinical office within the Department of Urology. The coordinator will ensure a smoothly functioning office and good patient relations. Interact with patients, patients’ families, referring physicians and third-party carriers regarding patient-related issues. Work with others in a team environment. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support.

Specific Duties & 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 which may include, but not limited to scheduling, registration and care coordination.
• 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.
• Receive from physician or APP completed and signed forms requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.
• Scans all completed forms into EPIC and send original to patients for their records.
• Review clinic schedules and make adjustment as appropriate.
• If approved to schedule in EPIC, schedules appointments.
• Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers.
• 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 or APP’s clinic is cancelled, call patient to re-schedule provider and/or test appointments pertaining to that visit.
• If requested by provider, 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.
• OR
• If not approved to schedule patients in EPIC
• Refer patients to Access Services to schedule appointments and procedures.
• Participate in multi-party conversations to ensure appropriate timing of services and medical records as required by physician.

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 patients, coordinating future consultations, diagnostics tests, or procedures.
• Provide up to date insurance information to patients found on Johns Hopkins Managed Care website.
• Facilitate scheduling of lab tests and other procedures.
• Determines appropriate schedule for clinical appointments based on physician 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.

Coordination of OR/procedure Cases as needed

• Work with surgical scheduling coordinator to post all OR cases or procedures.
• Verify that the posting sheet is completed and signed by the surgeon and scanned within EPIC.
• Send out surgical packets to patients with pre-op instructions.
• Verify all documents are received and scanned appropriately into EPIC prior to date of surgery.
• Prepare to support clinic activities from home in case of JHU closure (install virtual desktop and keep electronic reference lists as needed and ensure you have cell or home phone numbers for physicians, supervisors, and clinic manager).
• May assist with preparation of sponsored project material.
• Process reimbursements per department protocol as applicable.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Two years administrative experience.
• 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.

Preferred Qualifications

• A minimum of one-year medical office and/or surgery scheduling experience preferred.

Classified Title: Medical Office Coordinator
Job Posting Title (Working Title): Medical Office Coordinator (Urology)
Role/Level/Range: ATO 40/E/02/OD
Starting Salary Range: $16.20 - $28.80 HRLY ($20.00-23.00 Hour targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday, 8:30am - 5:00pm
FLSA Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Uro Outpatient Urology
Personnel area: School of Medicine