We are seeking a Senior Medical Office Coordinator whoreports to a faculty attending physician at the Retina Division, Wilmer Eye Institute and will serve an administrative role spanning medical office coordination, patient scheduling, administrative support for clinical trials and other research activities, and special projects.
Specific Duties & Responsibilities:
Administrative support for Clinical Trial Coordinators at Wilmer Eye Institute
Scheduling protocol visits and tests for study subjects
Scheduling sponsor/ monitor visits
Helping the trial coordinators to maintain clinical trial records
Process financial reimbursements to subjects; handle administrative aspects of invoicing and payments for clinical trials; liaise with financial offices of study sponsors
Coordinate trial visits with Wilmer Clinics
Administrative liaison for external strategic/ collaborative partnerships
Maintain and update patient database for clinical trial recruitment; support other staff/ fellows/ students in accessing the database, managing staff access to the database
Medical office coordinator for one or more attending physicians
Focus on genetics/ uveitis cases involving scheduling of electrophysiological testing and multidisciplinary care in addition to clinic visits and follow up
Ordering and follow up of tests sent to referral laboratories
Act as point of contact for queries from the Call Center
Management of clinic flow and scheduling; complete paperwork related to process patient appointments
Prepare correspondence from dictation or other drafts, for patients, collaborators, funding partners
Care coordination with Low Vision Services and external referring physicians
Handle scheduling /re-scheduling requests from patients and/or attendings
Be the liaison with overseas cases/ JH International, urgent cases, other cases requiring expedited scheduling
Liaise with administrative staff at satellite clinic locations and ambulatory surgical centers (ACSs) to facilitate scheduling and preparation of surgical cases
Maintain patient records and resolve patient conflicts, be available as point of contact for patients
Triage phone calls and EPIC messages (daily), determine if physician/ nurse input is required
Work with Development Office on philanthropic gifts
Maintain records of physician licensure; renew licences and society/professional memberships for faculty
Coordinate the clinic attendance of medical students
Provide admin support for special visitors, guests, or learners being posted to the Genetic Eye Center
Plan special events and meetings, work on special projects as requested
Make travel arrangements for faculty as requested
Securing venues, coordinate travel, hotel, reimbursements, honoraria, scheduling, agenda development and dissemination to attendees
Act as point of contact for invited faculty
Handle CME requirements for special events and seminars organized by faculty; liaison with CME office
Minimum Qualifications (Mandatory):
High School Diploma/GED.
3 years progressively responsible medical office experience.
Medical terminology required.
Intermediate computer and proofreading skills required.
Six months work experience in a similar medical office coordination role. Proficient with calendar management and Outlook email.
Proficient at organizing video- tele-conferencing e.g., Zoom and other platforms.
Experience with JHH, ophthalmology, and knowledge of medical terminology including vision tests/ electrophysiology, is preferred.
Special Knowledge, Skills & Abilities:
Tasks may involve confidential/ sensitive information and will require tact, professionalism, discretion, exercise good judgement, interact with colleagues across all levels.
Able to stand, walk or sit for extended periods of time.
Finger dexterity to manipulate objects with fingers and type.
Classified Title: Sr. Medical Office Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Hourly Pay Rate Range: $17.60-$24.80 (Commensurate with experience) Employee group: Full Time Schedule: Mon-Fri 8:30-5 Exempt Status: Non-Exempt Location: School of Medicine Campus Department name: SOM Oph Retina Service Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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.
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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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