Medical Office Coordinator (Pediatrics)

The Johns Hopkins University; Baltimore (MD); Hybrid; USD 52,000 - 68,000; Full time

Job summary

The Johns Hopkins University Department of Pediatrics seeks a full-time Medical Office Coordinator for the Pulmonary division to support daily administrative and patient-centered clinic operations.

You will schedule and register patients in EPIC, handle insurance coordination, and liaise with physicians and staff to ensure seamless care delivery in a high-volume, multi-specialty setting. Location: Hybrid/School of Medicine Campus.

Qualifications

• High school diploma or graduation equivalent.
• Two years of administrative experience.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.
• Experience in a medical or clinical office environment preferred.

Responsibilities

• Schedule new and follow-up patient appointments and assist with clinic cancellations or rescheduling as necessary.
• Collect insurance information and complete patient registration within EPIC.
• Provide basic billing guidance and direct patients to Johns Hopkins Physician Billing Services or Patient Financial Services as appropriate.
• Support insurance pre-authorization and single-case agreement processes by submitting clinical documentation as directed.
• Coordinate follow-up appointments, testing, and procedures with clear instructions on locations and preparation requirements.
• Contact patients to reschedule appointments when clinic sessions are canceled.
• Perform appointment reminder calls when requested by providers.
• Manage patient-related forms (e.g., disability, FMLA, workers’ compensation, medical assistance) with physician completion and scanning into EPIC.

Skills

Administrative experience

Customer service

Education

High school diploma or GED

Tools

EPIC EMR

Job description

The Department of Pediatrics is seeking a full-time Medical Office Coordinator (MOC) for the Pulmonary division. This position supports the daily administrative and operational activities of a high-volume, multi-specialty clinical division, and will ensure efficient clinic operations while delivering exceptional patient service in a team-based, patient-centered environment. The successful candidate will work closely with physicians and clinical staff, while coordinating patient scheduling, registration, and care coordination while serving as a primary point of contact for patients, insurance providers, and other healthcare professionals. The position also performs a variety of administrative and operational duties that support the overall success and efficiency of the Division’s clinical practice.
The Specific Duties And Responsibilities
Patient Scheduling

• Schedule new and follow-up patient appointments and assist with clinic cancellations or rescheduling as necessary.
• Collect insurance information and complete patient registration within EPIC.
• Provide basic billing guidance and direct patients to Johns Hopkins Physician Billing Services or Patient Financial Services as appropriate.
• Support insurance pre-authorization and single-case agreement processes by submitting clinical documentation as directed.
• Coordinate follow-up appointments, testing, and procedures by providing patients with clear instructions regarding locations and preparation requirements.
• Contact patients to reschedule appointments when clinic sessions are canceled.
• Perform appointment reminder calls when requested by providers.
• All scheduling and patient information entered into EPIC will be subject to departmental quality assurance and performance standards.

Administrative Support for Physicians

• Answer patient phone calls and provide appropriate information or referrals.
• Monitor voicemail messages and return patient calls within 24 hours.
• Coordinate retrieval of outside medical records from referring physicians or external facilities and ensure they are uploaded to EPIC prior to clinic visits.
• Ensure physicians receive relevant records in advance according to established protocols.
• Send correspondence to referring physicians, including postoperative updates when necessary.
• Send appointment confirmation letters when appointments are scheduled within two weeks or when otherwise required.
• Manage patient-related forms (e.g., disability, FMLA, workers’ compensation, medical assistance, or MVA documentation) by ensuring physician completion, scanning into EPIC, and returning originals to patients.

Clinic Schedule Management

• Review daily and upcoming clinic schedules and make adjustments as needed to maintain operational efficiency.

EPIC Documentation and Workflow

• Document patient phone encounters and route communications to physicians as appropriate.
• Generate and distribute patient correspondence when needed.
• Document inbound and outbound patient communications.
• Pend prescription refill requests and route to physicians for review.
• Pend orders according to established practice preferences.

Patient Coordination and Communication

• Reinforce visit instructions, including appointment dates, arrival times, directions, parking information, and required documentation.
• Serve as a liaison for patients by coordinating consultations, diagnostic testing, or procedures.
• Maintain awareness of current insurance policies using Johns Hopkins Managed Care resources.
• Assist patients in scheduling lab work or procedures, including coordination with call centers when necessary.

Coordination of Surgical Cases (When Applicable)

• Collaborate with surgical scheduling coordinators to post operating room cases.
• Send surgical preparation packets to patients with pre-operative instructions.
• Ensure all required documentation is received and uploaded to EPIC prior to the surgical date.

In addition to the duties described above

• Provide additional support for division operations as needed.
• Provide coverage and support for administrative functions as needed.
• Assist with special projects and departmental activities.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Two years of administrative experience.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Experience working in a medical or clinical office environment.
• Familiarity with EPIC electronic medical record systems.
• Current CPR certification or ability to obtain certification within 6 months of hire.
• Strong interpersonal and communication skills with patients, families, physicians, and healthcare staff.
• Ability to work effectively in a fast-paced clinical environment.
• Strong organizational and multitasking abilities.
• Commitment to delivering high-quality patient service.

Classified Title: Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD
Starting Salary Range: $16.60 - $29.50 HRLY ($60,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: 8:30 AM – 5 PM / Mon – Fri
FLSA Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Ped Pulmonary
Personnel area: School of Medicine