Medical Office Supervisor

Johns Hopkins University; Baltimore (MD); Hybrid; Full time

Job summary

A leading university's Neurology Department is seeking a Medical Office Supervisor to oversee office operations and enhance patient communication. The role requires strong management skills and extensive knowledge of medical workflows and systems, with a focus on ensuring quality service. Competitive hourly pay is offered within a dynamic healthcare environment.

Qualifications

• Five years progressively responsible administrative experience.
• Extensive knowledge of medical insurance and JHM contracted payers preferred.
• Demonstrated ability to work independently and in a team environment.

Responsibilities

• Supervises work of the Resident Clinic Coordinator and Medical Office Coordinators.
• Ensures timely patient communication and coordinates projects related to support staff.
• Provides training and onboarding for new medical office staff.

Skills

Customer service skills

Self-direction

Communication

Problem solving

Education

High School Diploma or graduation equivalent

Associate’s Degree or equivalent college credits

Tools

Epic

Microsoft Office

Job description

The Neurology Department is seeking a Medical Office Supervisor who is knowledgeable of the day to day operations and workflow of physician offices, best practices for organizing and scheduling coverage for physician offices as needed. Assists staff with troubleshooting and resolving problems that impact quality and quantity of their work. Assists staff with resolving patient issues, offering solutions, intervenes directly when necessary. Serves as first line of response related to patient complaints.

Directly supervises work of the Resident Clinic Coordinator and the Medical Office Coordinators within the Neurology Divisions. Ensures coverage is arranged for these positions as necessary. Provides expertise related to physicians’ schedules and troubleshooting template problems. Performs template management related tasks. Oversees departmental Epic activities related to scheduling.

Specific Duties & Responsibilities

• Assure all patient communication, written and verbal, is relayed timely, clearly and efficiently.
• Work with representatives for Smarsource, myChart, Televox to ensure effective patient communications for both departments.
• Coordinate with division managers to support divisional and cross-divisional projects/services related to support staff.
• Coordinate and leads monthly MOC meetings. Plan the agenda and speakers based on feedback from staff.
• Serve as super user within the departments for Epic scheduling and registration, as well as other JHM information systems. Facilitates requests or assists providers with Epic questions.
• Provide training related to staff compliance with Hopkins’ policies related to Service Excellence and Employee Engagement.
• Responsible for all training and onboarding of new medical office staff; serves as the department expert for SAP, EPIC and other clinical operational systems.
• Work with medical office staff on customer service skills and teamwork.
• Work with Clinic Manager and HR Manager to create/maintain departmental policy and procedures manuals as it relates to all facets of administrative personnel within the physician’s office.
• Attend training sessions to maintain own high level skill set and competencies for JHM information systems.
• Attend management and other meetings as requested.
• Serve as insurance expert for both departments.
• Act as liaison to assist staff and patients to connect with service centers - billing offices, clinics, access services, administration, admitting.
• Take measures to correct situation or ensure appropriate personnel are involved.
• Promote best practice training and information for a team environment among staff and faculty. Provide high level access coordination for patients in Neurology and Neurosurgery.
• Handle requests for VIPs needing appointments in both departments.
• Ensure initial scheduling as well as continuity of follow-up care.
• May compile data for preparation of various periodic ad hoc reports.
• Ability to prioritize workloads to meet competing deadlines.
• Monitor reports and work queues to identify opportunities for re-training, and additional proactive and ongoing training of staff.
• Support and, as needed, lead departmental initiatives to provide optimal patient experience and staff satisfaction and engagement.

Additional Knowledge, Skills & Abilities

• Extensive knowledge of Epic and other related Hopkins information systems.
• Extensive knowledge of medical insurance, knowledge of JHM contracted payers preferred.
• Intermediate computer and proof reading skills required. Basic computer skills required.
• Knowledge of Microsoft Office applications required.
• Demonstrated ability for self-direction and initiation required.
• Demonstrated ability to work independently.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Associate’s Degree or equivalent college credits preferred.

Classified Title: Medical Office Supervisor
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($59,800 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30 am - 5:00 pm
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Neuro Movement Disorders
Personnel area: School of Medicine

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at [e-mail]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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