We are seeking a Sr. Medical Office Coordinator who will provide complex clinic support to the Chronic Pain Clinic satellite sites and scheduling support for patients who need OR procedures and surgeries. Serve as the office’s advocate and troubleshooter for patients, patients’ families, referring physicians, and third-party carriers regarding to patient-related issues. Maintain scheduling system templates for the multiple clinics. Represent the division as appropriate in communicating professionally with faculty, administrators, staff and external contacts to respond to questions, and resolve administrative problems and issues as needed. Interpret operating policies of the University and the Hospital. Act proactively and independently, exercise good judgment, think creatively to manage complex projects and have the ability to work with multiple interruptions and still stay on task. May perform duties of a sensitive and confidential nature.

Specific Duties & Responsibilities

Registration

• Verify and enter pre-registration and insurance information into the computer system and prepares daily printed schedules for designated areas. Obtains and/or verifies patient's demographic data by phone or in person.
• Confirms appointments by telephone and/or mail. Fills appointment vacancies due to cancellations.
• Obtains pre-certifications as required by patients' health care insurers or managed care providers. Registers patients for clinical appointments using computerized database.

Scheduling

• Schedules patients for consultation and follow up in the Chronic Pain Clinic and Perioperative Pain Clinic using Epic system for medical examinations and consultations.
• Proactively seeks to schedule/reschedule patients for efficient utilization of resources (e.g., backfill to cover cancellations or add urgent appointments).
• Schedule OR procedures for chronic pain and Kennedy Krieger Institute patients.

Template Management

• Acting as Certified Template Builder for the Division, provide long term template management and adjustments, maintain Template standards, continual template analysis and improvement, protocol management.
• Responsible for setting of Epic templates for all of the satellite site physicians in both Cadence and Optime.

Patient’s Medical Records

• Ensure all patients records are handled in a confidential manner.
• Regularly print and prepare medical questionnaire forms and other information according to departmental guidelines.
• Ensure that the patients fill the appropriate forms upon arrival.
• Responsible for ensuring that patient records are appropriately stored in Epic.

Check-out

• Ensure that the patients check out after consultation and make their follow up bookings if any.
• Scan all the medical records and store them in Epic after the doctor’s visit.
• Store the patient’s hard copy records in a safe and secure place.

Phone, Fax, in Baskets, and Email

• Answers phones and provide routine information to callers.
• Call patients to remind them of scheduled visits and procedures or follow up on missed appointments and procedures.
• Relay telephone messages to the clinic team and follow up with the patient’s to ensure that their needs are met to satisfaction.
• Manage all emails and in basket messages relating to Chronic Pain Clinic and Perioperative Pain Clinic and liaise with different departments to ensure that the patients are booked as requested.
• Liaise with doctors and APP’s to manage all incoming and outgoing fax messages regarding authorizations, patient’s records and insurance.

Procedural and OR Scheduling

• Following department protocols, reach out to and schedule patients for procedures and surgeries as ordered by attending physicians
• Relay pertinent information and instructions regarding preparation, arrival, and departure from procedure/surgeries

Customer Service

• Offer friendly, courteous assistance to every patient to ensure that the patient has a positive, professional experience while at Johns Hopkins or on the phone.
• Relays information to patients regarding preparation for these appointments.
• Accurately verifies referral and authorization information and enters into computer system according to departmental guidelines.

Financial Clearance

• Verifies financial information and submit pre-authorization requests as needed.
• Follows up on insurance requests for more information, denials, peer to peers.
• Collects time of service payments, issues receipts, and prepares cash settlement records.
• Discusses patient charges, if appropriate, with patients and/or patients' families.
• Refers patient to appropriate office if financial counseling is necessary.

• 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 one year of required experience to the extent permitted by the JHU equivalency formula.

Classified Title: Sr. Medical Office Coordinator 
Job Posting Title (Working Title): Sr. Medical Office Coordinator   
Role/Level/Range: ATO 40/E/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($$24.82/hour targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Mon-Fri 
Exempt Status: Non-Exempt 
Location: School of Medicine - East Baltimore Campus 
Department name: 10002731-SOM Ane Pain 
Personnel area: School of Medicine