Medical Office Coordinator/CMA

The School of Medicine, Pediatric General Administration is seeking a Medical Office Coordinator / CMA to coordinate activities to provide secretarial and medical assistant support for a multi-faceted clinical office to ensure a smoothly functioning office and good patient relations.

Interact with patients, patients' families, referring physicians and third-party carriers with regard to patient-related issues.

Work with others in a team environment. Provide administrative support for medical matters on behalf of physicians, as well as general academic / general administrative support.

The individual displays responsible behaviors, communicates effectively to others and functions as a member of the healthcare team.

The MOC / CMA functions under the direct supervision and authority of the physician when performing clinical tasks during patient care.

The MOC / CMA reports to the Clinic Supervisor, who is responsible for administrative supervision, staff development, and orientation of the MOC / CMA to the area's policies and procedures.

The MOC / CMA must demonstrate competency in all skills related to the performance of patient care. The MOC / CMA maintains an inventory of examination / procedure room supplies, assists in the organization of efficient patient flow, and organizes the clinic environment to assure patient safety.

The MOC / CMA demonstrates problem-solving skills as they relate to patient care activities, provides guidance for and acts as a role model for Medical Assistants in the clinical area.

Occasional travel to sister sites as needed

Specific Duties & Responsibilities

Medical Administrative Support

• Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Gather patient information, fulfill patient needs, educate patients, where applicable, to prevent the need for future contacts and document interactions in applicable systems.
• Provide quality service and support in a variety of areas which may include, but not limited to scheduling, registration and care coordination.

Patient Scheduling

• Schedule new and follow-up clinic appointments, and assist in canceling and rescheduling of clinics for providers who have a non-schegistrar as their Medical Office Coordinator.
• Collect insurance information, and complete registration in EPIC.
• Answer questions from patients about billing and refer to JHU Physician Billing Services and / or JHH Patient Financial Services.
• Support the physician with insurance preauthorization and single case agreement processes by submitting necessary clinical information as instructed by the physician or Clinic Supervisor.
• Coordinate follow-up office visits by providing information about treatment, and testing locations. Schedule lab tests and other procedures, and / or coordinates with other areas to complete scheduling process.
• When physician's clinic is cancelled, call patient to re-schedule physician and / or testing appointments pertaining to that visit.
• If requested by physician, complete courtesy calls to patients to remind them of appointment arrival times and answer questions about location, parking, what to bring, etc.
• All information entered into EPIC will be subject to evaluation, quality controls and performance management standards.

Admin Support for Providers

• Answer in-coming call from patients and provide information to patients, as appropriate
• Routinely check voice mail and return calls to patients within 24 hours.
• Coordinate with patient and / or referring physician to obtain outside medical records. Ensure that all relevant outside medical records are received and scanned into Epic in advance of clinic.

Ensure that physician gets medical records in advance per protocol as appropriate.

• Refer patient to appropriate resources / clinical areas.
• Send out letters and post op information to referring physicians, if needed.
• Send out confirmation letters to patients when appointment is scheduled less than 2 weeks out or as needed.
• Receive from physician completed and signed forms requested by the patient such as : Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.

All completed forms should be scanned into EPIC and send original to patients for their records.

Review clinic schedules, and make adjustment as appropriate

Other activity processed in EPIC

• Enter patient phone messages and route to physician.
• Print and send patient letters as necessary
• Document inbound / outbound phone messages to patients as appropriate.
• Pend RX refills requested and route to physician
• Pend orders based on defined "Practice Preferences."
• Reinforce information for office visits (e.g. scheduled dates of service, information to bring to the visit, driving instructions, where to park, etc.
• Act as a liaison for patient, coordinating future consultations, diagnostics tests, or procedures.
• Up to date insurance information found on Johns Hopkins Managed Care website.
• Facilitate scheduling of lab tests and other procedures. Determines appropriate schedule for clinical appointments based on physician schedule, and does three way call to hand off patient to call center
• Coordination of OR Cases (If appropriate)

Certified Medical Assistant Duties and Responsibilities

• Collects patient information and assessment data. Obtains and records patient's vital signs : temperature, pulse, respirations, blood pressure, weight and height.
• Reports assessment findings to practitioner, and records on appropriate documentation forms in a timely manner.
• Obtains additional data from patient and significant other based on initial data collection.
• Performs chart review prior to clinic visit to obtain historical data.
• Monitors patient status recognizing and reporting abnormal findings or changes in condition.
• Assists patients to exam room and prepares patients for examination.
• Assists patients in wheelchairs and stretchers with transfers to and from exam tables, procedure tables, and scales utilizing proper body mechanics and safety measures.

Identifies patients with special needs

• Identifies self-learning needs related to job description and seeks out appropriate resources to meet learning needs.
• Acts as a resource and preceptor for Medical Assistants.
• Participates in staff meetings by providing constructive input and facilitating problem-solving.
• Identifies opportunities for performance improvement and provides input for the development of solutions.
• Identifies and uses a variety of resources to validate patient care decisions.
• Other duties as required / assigned.

Occasional travel to sister sites as needed

Minimum Qualifications

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

Preferred Qualifications

Experienced successful interpersonal and communication skills with patients, families, physicians, and other health care team members in order to foster optimal quality of outpatient care.

Classified Title : Medical Office Coordinator / Medical Assis

Job Posting Title (Working Title) : Medical Office Coordinator / CMA

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

Starting Salary Range : $16.20 - $28.80 HRLY ($46,000 targeted; Commensurate with experience)

Employee group : Full Time

Schedule : M-F; 8 - 5pm

Exempt Status : Non-Exempt

Location : JH at Bethesda

Department name : SOM Ped General Administration

Personnel area : School of Medicine