Career Center

We are seeking a CO Sr. Medical Office Coordinator for the day-to-day activities of a multi-faceted medical practice to ensure a smoothly functioning office and good

patient relations. Serves as administrative assistant to multiple faculty members. Resolves patient problems, third party

issues (including insurance) and refers patients to appropriate resources. Serves as a resource in a team environment.

Adapts to changes in technology and software to ensure efficient office practice.

Specific Duties & Responsibilities

Scheduling Responsibilities

• Schedules various appointments for faculty. Resolves any schedule conflicts. Uses automated records systems to access, enter and edit patient information.
• Demonstrates awareness of limitations of institutional resources, and seeks to maximize physician scheduling within this context. Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill) to cover cancellations or add urgent appointments, etc.).
• Confirms all patient clinic and procedure appointments by telephone, ensuring that patients have plans to arrive for their procedures/office visits and have appropriately prepared for their procedures.
• Fills vacancies due to cancellations.

Clinical Administrative Responsibilities

• Assists physician(s) and nurse practitioner(s) in monitoring signing of operative notes, discharge summaries and clinic notes. Distributes clinic and procedure notes to referring physicians.
• Coordinates a multi-faceted, high volume medical practice. Serves as liaison for physician practice to department administration, clinical management and hospital services.
• Assists patients, patients' families, referring physicians and third party insurance companies to resolve patient related issues.
• Triages patient calls and issues. Answers patient questions where appropriate and determines if physician/nurse response is required.
• Relays information to patients regarding preparation for laboratory tests and examinations.
• Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• If a patient must be admitted to the hospital, ensures all JHU administrative tasks are completed to direct admit the patient to the appropriate inpatient nursing floor.

Administrative Assistant Responsibilities

• Serves as administrative assistant to Physician.
• Assists with administrative tasks associated with the preparation of research grants (copying, faxing, mailing, obtaining information from other departments/divisions/faculty, etc.).
• Types routine correspondence and reports from dictation or handwritten copy using personal computer.
• Transcribes machine dictated medical reports and other documentation using medical terminology.
  
• Uses personal computer to prepare manuscripts, grant proposals, statistical reports, tables and charts using knowledge of scientific, medical, literary or other technical terms.
• Answers telephone, screens callers, relays messages and greets visitors.
• Maintains calendar, schedules appointments and meeting rooms.
• Opens, sorts and screens mail.
• Files in alphabetical order and locates material from files.
• Assists with making routine travel and accommodation arrangements and produces an itinerary for each travel event.
• Completes various request forms for office supplies and equipment as directed.
• Prints and mails/faxes directions, maps and department-specific information to patients.
• Prepares forms and receipts for physician travel and other reimbursements.

Customer Service & Teamwork Responsibilities

• Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors. Utilizes proper telephone etiquette. Warmly greets patients and visitors. Verbally expresses appreciation when ending a conversation with a caller.
• Handles and resolves patient complaints non-defensively and without blame to other employees. Seeks to satisfy dissatisfied customers.
• Is generous in assisting and supporting others. Participates in covering telephones and assisting other faculty andstaff when needed.
• Works cooperatively with other staff. Responds to requests from coworkers or other departments in a mutually agreed upon time frame. Maintains professional demeanor with all coworkers.

Computer Knowledge Expectations

• Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software.
• Successfully completes all required EPIC training courses and EPR and other software systems.
• Completes all required HIPAA and other specified online training courses.
• Other duties, for all categories, as assigned.

Decision Making

• On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences and results having an impact on people, costs and/or quality of service within the functional area.
• Carries out duties and responsibilities with limited supervision.

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

• Experience in the Johns Hopkins system strongly preferred.

Classified Title: Sr. Medical Office Coordinator 
Working Title: CO Sr. Medical Office Coordinator   
Role/Level/Range: ATO 40/E/02/OE  
Starting Hourly Pay Rate Range: $17.95-$25.30-$32.60 (Commensurate with experience)
Employee group: Full Time 
Schedule: M-F 8:30 - 5 
Exempt Status: Non-Exempt 
Location: ​​​​​​​Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Sur Cardiac Surgery  
Personnel area: School of Medicine 

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 jhurecruitment@jhu.edu. 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. 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.

Note: Job Postings are updated daily and remain online until filled.

About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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