Medical Office Coordinator (Pediatrics)

Johns Hopkins University•Baltimore, MD

2d•$17 - $30•Hybrid

About The Position

The Department of Pediatrics is seeking a full-time Medical Office Coordinator (MOC) for the Pulmonary division. This position supports the daily administrative and operational activities of a high-volume, multi-specialty clinical division, and will ensure efficient clinic operations while delivering exceptional patient service in a team-based, patient-centered environment. The successful candidate will work closely with physicians and clinical staff, while coordinating patient scheduling, registration, and care coordination while serving as a primary point of contact for patients, insurance providers, and other healthcare professionals. The position also performs a variety of administrative and operational duties that support the overall success and efficiency of the Division’s clinical practice.

Requirements

High school diploma or graduation equivalent.
Two years of administrative experience.
Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Nice To Haves

Experience working in a medical or clinical office environment.
Familiarity with EPIC electronic medical record systems.
Current CPR certification or ability to obtain certification within 6 months of hire.
Strong interpersonal and communication skills with patients, families, physicians, and healthcare staff.
Ability to work effectively in a fast-paced clinical environment.
Strong organizational and multitasking abilities.
Commitment to delivering high-quality patient service.

Responsibilities

Schedule new and follow-up patient appointments and assist with clinic cancellations or rescheduling as necessary.
Collect insurance information and complete patient registration within EPIC.
Provide basic billing guidance and direct patients to Johns Hopkins Physician Billing Services or Patient Financial Services as appropriate.
Support insurance pre-authorization and single-case agreement processes by submitting clinical documentation as directed.
Coordinate follow-up appointments, testing, and procedures by providing patients with clear instructions regarding locations and preparation requirements.
Contact patients to reschedule appointments when clinic sessions are canceled.
Perform appointment reminder calls when requested by providers.
Answer patient phone calls and provide appropriate information or referrals.
Monitor voicemail messages and return patient calls within 24 hours.
Coordinate retrieval of outside medical records from referring physicians or external facilities and ensure they are uploaded to EPIC prior to clinic visits.
Ensure physicians receive relevant records in advance according to established protocols.
Send correspondence to referring physicians, including postoperative updates when necessary.
Send appointment confirmation letters when appointments are scheduled within two weeks or when otherwise required.
Manage patient-related forms (e.g., disability, FMLA, workers’ compensation, medical assistance, or MVA documentation) by ensuring physician completion, scanning into EPIC, and returning originals to patients.
Review daily and upcoming clinic schedules and make adjustments as needed to maintain operational efficiency.
Document patient phone encounters and route communications to physicians as appropriate.
Generate and distribute patient correspondence when needed.
Document inbound and outbound patient communications.
Pend prescription refill requests and route to physicians for review.
Pend orders according to established practice preferences.
Reinforce visit instructions, including appointment dates, arrival times, directions, parking information, and required documentation.
Serve as a liaison for patients by coordinating consultations, diagnostic testing, or procedures.
Maintain awareness of current insurance policies using Johns Hopkins Managed Care resources.
Assist patients in scheduling lab work or procedures, including coordination with call centers when necessary.
Collaborate with surgical scheduling coordinators to post operating room cases.
Send surgical preparation packets to patients with pre-operative instructions.
Ensure all required documentation is received and uploaded to EPIC prior to the surgical date.
Provide additional support for division operations as needed.
Provide coverage and support for administrative functions as needed.
Assist with special projects and departmental activities.