Medical Office Coordinator (Pediatrics)

Johns Hopkins University; Baltimore (MD); Hybrid; USD 54,000 - 66,000; Full time

Benefits offered by this job

Hybrid schedule

Job summary

Johns Hopkins University in Baltimore is seeking a full-time Medical Office Coordinator for the Pulmonary Division to support daily administrative and operational activities of a high-volume clinic. You will coordinate patient scheduling, registration, and care coordination while serving as a primary contact for patients and providers.

The role requires collaboration with physicians and staff, EPIC workflow familiarity, and a patient-centered approach in a hybrid work environment on the School

Qualifications

• High school diploma or GED.
• Two years of administrative experience.
• Experience with EPIC EMR preferred.
• Current CPR certification or ability to obtain within 6 months.
• Strong interpersonal and communication skills.
• Ability to work in a fast-paced clinical environment.

Responsibilities

• Schedule new and follow-up patient appointments and manage rescheduling.
• 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 for locations and preparation.
• Answer patient phone calls and provide information or referrals; monitor voicemails and return calls within 24 hours.
• Coordinate retrieval of outside medical records and ensure they are uploaded to EPIC prior to visits.
• Review daily clinic schedules and adjust to maintain operational efficiency.
• Document patient communications and pend prescription refill requests for physician review.
• Maintain awareness of current insurance policies using Johns Hopkins Managed Care resources.

Skills

Administrative experience

Education

High school diploma or GED

Tools

EPIC EMR

Job description

Johns Hopkins, founded in 1876, is America's first researchuniversity and home to nine world-class academic divisions workingtogether as one university.

The Department of Pediatrics is seeking a full-timeMedical Office Coordinator (MOC) for the Pulmonarydivision. This position supports the daily administrative andoperational activities of a high-volume, multi-specialty clinicaldivision, and will ensure efficient clinic operations whiledelivering exceptional patient service in a team-based,patient-centered environment. The successful candidate will workclosely with physicians and clinical staff, while coordinatingpatient scheduling, registration, and care coordination whileserving as a primary point of contact for patients, insuranceproviders, and other healthcare professionals. The position alsoperforms a variety of administrative and operational duties thatsupport the overall success and efficiency of the Division’sclinical practice.

Specific Duties and Responsibilities

Patient Scheduling

• Schedule new and follow-up patient appointments and assist withclinic cancellations or rescheduling as necessary.
• Collect insurance information and complete patient registrationwithin EPIC.
• Provide basic billing guidance and direct patients to JohnsHopkins Physician Billing Services or Patient Financial Services asappropriate.
• Support insurance pre-authorization and single-case agreementprocesses by submitting clinical documentation as directed.
• Coordinate follow-up appointments, testing, and procedures byproviding patients with clear instructions regarding locations andpreparation requirements.
• Contact patients to reschedule appointments when clinicsession is canceled.
• Perform appointment reminder calls when requested byproviders.

All scheduling and patient information entered intoEPIC will be subject to departmental quality assurance andperformance standards.

Administrative Support for Physicians

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

Clinic Schedule Management

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

EPIC Documentation and Workflow

• Document patient phone encounters and route communications tophysicians as appropriate.
• Generate and distribute patient correspondence whenneeded.
• Document inbound and outbound patient communications.
• Pend prescription refill requests and route to physicians forreview.
• Pend orders according to established practice preferences.

Patient Coordination and Communication

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

Coordination of Surgical Cases (When Applicable)

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

In addition to the duties described above

• Provide additional support for division operations asneeded.

• Provide coverage and support for administrative functions asneeded.

• Assist with special projects and departmental activities.

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

The successful candidate(s) for this position will be subject to a pre-employment background check.

The following additional provisions may apply depending on whichcampus you will work. Your recruiter will adviseaccordingly.

During the Influenza ("the flu") season, as a condition ofemployment, The Johns Hopkins Institutions require all employeeswho provide ongoing services to patients or work in patient care orclinical care areas to have an annual influenza vaccination orpossess an approved medical or religious exception. Failure to meetthis requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas,laboratories, working with research subjects, or involvingcommunity contact requires documentation of immune status againstRubella (German measles), Rubeola (Measles), Mumps, Varicella(chickenpox), Hepatitis B and documentation of having received theTdap (Tetanus, diphtheria, pertussis) vaccination. This may includedocumentation of having two (2) MMR vaccines; two (2) Varicellavaccines; or antibody status to these diseases from laboratorytesting. Blood tests for immunities to these diseases areordinarily included in the pre-employment physical exam exceptforthose employees who provide results of blood tests or immunizationdocumentation from their own health care providers. Anyvaccinations required for these diseases will be given at no costin our Occupational Health office.

Minimum Qualifications

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

Preferred Qualifications

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

Equal Opportunity Employer

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