Medical Office Coordinator (SOM DOM Gastroenterology)

John Hopkin’s University; Baltimore (MD); Hybrid; USD 23,000 - 41,000; Full time

Job summary

Johns Hopkins University’s School of Medicine seeks a Medical Office Coordinator to manage day-to-day operations of a busy gastroenterology clinic, ensuring smooth office function and excellent patient relations.

Responsibilities include handling scheduling, pre-registration, insurance issues, patient communication, and coordinating with clinical staff to optimize resource use while delivering high-quality service to international and domestic patients.

Qualifications

• High school diploma or GED.
• At least two years of administrative experience.
• Educational substitution allowed by JHU equivalency formula.

Responsibilities

• Resolve patient problems and insurance issues and refer to resources when needed.
• Provide friendly, courteous, confidential assistance to patients for a positive experience.
• Maintain accurate patient information to support successful encounters.
• Use automated systems for scheduling, pre-registration, and check-in.
• Coordinate with clinic staff to ensure accurate organization and preparation of visits.
• Schedule patients for new and return appointments and procedures.
• Communicate effectively with international and domestic patients regarding visits and follow-ups.
• Verify and enter pre-registration and insurance information into the computer system.
• Assist patients with insurance forms and explain costs of care.

Skills

Administrative experience

Customer service

Scheduling

Education

High school diploma or GED

Job description

The Department of Medicine, Division of Gastroenterology is seeking a Medical Office Coordinator to coordinate the day-to-day activities of a multi-faceted medical/research and academic practice and ensure a smoothly functioning office and exemplary patient relations.

Specific Duties & Responsibilities

• Resolve patient problems, third party issues (including insurance) and refers patients to appropriate resources as necessary.
• Offers friendly, courteous, and confidential assistance to patients to ensure that the patient has a positive experience while visiting the Clinic.
• Maintains accurate and detailed information on each patient to facilitate a successful patient encounter.
• Uses automated systems to expedite patient scheduling, pre-registration, and check-in.
• Works with others in a team environment exhibiting professionalism and exemplary customer service skills.
• Schedules patients for new and returns appointments, medical examinations, procedures and consultations.
• Resolves any scheduling conflicts in proactive and timely manner. Demonstrates awareness of limitations of institutional resources, and seeks to maximize physician scheduling within this context.
• Provides high level of coordination and communication for international and domestic patients, including scheduling multiple visits within a short time frame.
• Follows and helps creates processes and systems to ensure high level of service to patients. Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments, etc.).
• Provides exemplary customer service by utilizing service excellence techniques such as scripting, service recovery and rounding to ensure that patient expectations are exceeded during clinic visit. Resolves and/or elevates any patient problems if proactive and timely manner.
• Verifies and enters pre-registration and insurance information into the computer system and prepares daily printed schedules for designated areas. Resolves third party issues.
• Demonstrates understanding and sensitivity to diversity. Considers cultural and linguistic differences that may impact patient experience and makes appropriate accommodations/recommendations to ensure patient expectations are exceeded.
• Prints and mails directions, maps, fee schedules, doctor’s notes, test results and other Johns Hopkins Gastroenterology Clinic specific information to patients. Sends medical questionnaire forms to patients to obtain missing information.
• Works in coordination with the clinic staff to ensure accuracy, proper organization and advanced preparation of clinic visits.
• Relays information to patients regarding preparation for laboratory tests and examinations.
• Obtains and/or verifies patient's demographic data by phone or in person.
• Confirms appointments by telephone and/or mail. Fills vacancies due to cancellations.
• Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Assists patients or family members with the completion of medical insurance forms.
• Informs patients of costs of care being provided and guides them to appropriate resources for further information or assistance.
• Sends correspondence to referring physicians when patients cancel or now shows, also sends thank you letters for patient referrals.
• Answers phones and provides routine information to callers. Maintains e-mail group for the clinic and distributes correspondence to the appropriate staff member of physician within the clinic.
• Other duties as assigned.

Minimum Qualifications

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

Classified Title: Medical Office Coordinator

Role/Level/Range: ATO 40/E/02/OD

Starting Salary Range: $16.60 - $29.50 HRLY ($47,840 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Mon-Fri; 8:30-5:00

FLSA Status: Non-Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM DOM Gastroenterology

Personnel area: School of Medicine