Job Description

We are seeking a Sr. Medical Office Coordinator who will provide administrative support for day-to-day activities in a multi-faceted complex practice to ensure a smoothly functioning office and strong patient relations. Uses automated systems to expedite patient scheduling, pre-registration, check-in, and check-out. Works with physicians, pharmacies and third-party carriers for patient related assistance. Provides administrative support to doctors and reviews and responds to patient In-basket messages. Works professionally in a team-based environment.



Specific Duties & Responsibilities

Responds to in-basket messages from patients timely. Escalates messages to physicians as needed.
Acts as primary point of contact for front desk scheduling, communication and coverage.
Trains new staff and helps provide guidance for incoming fellows.
Serves as an Epic super user for new employees.
Schedules appointments with VIP patients, international patients and unique scheduling situations such as complex coordination of care across departments.
Answers questions from patients about billing and refers them to JHU Physician Billing Services and/or JHH Financial Services as needed.
Assists in obtaining insurance preauthorization and single case agreements by submitting necessary clinical information as instructed by the physician. Maintains data to track prior authorizations, laboratory tests, patient records, and paperwork such as FMLA and MVA forms.
Coordinates and directs patients to appropriate personnel/departments should they need assistance scheduling lab tests and other procedures.
Performs patient reminder courtesy calls upon physicians’ request.
Follows up with “No Show” appointments to reschedule patients.
Routinely checks voice mail and returns calls to patients within 24-48 business hours.
Reviews clinic schedules in advance of date of service and make adjustments as appropriate.
Pends RX refills and routes to physician.
Assists with preparation of correspondence, reports, posters and related documents for physicians.
Compiles information for reports, grant applications, manuscripts, etc.
Coordinates meetings and/or seminars (e.g., arrange logistics for speakers, meeting space, refreshments, invitations).
Prepares to support clinic activities from home in case of JHU closure (install virtual desktop and keep electronic reference lists as needed). Obtains cell or home phone numbers for physicians, staff and clinic manager.
Other duties as assigned.


Minimum Qualifications
High School Diploma or graduation equivalent.
Three years progressively responsible medical office experience. Medical terminology required. Intermediate computer and proofreading skills required.
Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.