Medical Office Coordinator (School of Medicine Pediatric Cardiology)

Johns Hopkins University•Baltimore, MD

4d•$17 - $30•Onsite

About The Position

School of Medicine, Pediatric Cardiology is seeking a Medical Office Coordinator (MOC) to support the daily administrative and operational activities of a high-volume, multi-specialty clinical division. This role ensures efficient clinic operations while delivering exceptional patient service in a team-based, patient-centered environment. Working closely with physicians and clinical staff, the MOC coordinates 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 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.

Responsibilities

Provide professional and timely assistance to patients while ensuring all inquiries and concerns are addressed effectively.
Gather and document patient information accurately in applicable systems, including EPIC.
Educate patients when appropriate to reduce repeat inquiries and improve care coordination.
Deliver high-quality administrative support in areas including patient scheduling, registration, and care coordination.
Prioritize workflow and manage responsibilities with limited supervision in a procedure-driven environment.
Complete assigned tasks independently and maintain established operational standards.
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.