Sr. Medical Office Coordinator (Orthopaedic Surgery)

Johns Hopkins University•Washington, DC

3d•$19 - $35•Hybrid

About The Position

The Department of Orthopaedic Surgery is seeking a Sr. Medical Office Coordinator to coordinate the day-to-day activities of a complex medical and/or surgical orthopedic practice, support smooth office operations and positive patient relations, and serve as a resource in a team environment. The coordinator independently handles patient problems, third-party issues, and other patient-related situations, refers patients to appropriate resources, and adapts to changes in technology and software. The role provides administrative support for physicians’ medical matters and general academic and administrative activities. The position supports patient scheduling, registration, care coordination, complex pre- and post-operative visits, and coordination across specialties, departments, locations, institutions, and systems. It uses EPIC for patient scheduling, registration, documentation, messages, orders, prescription refill requests, and other patient-related processes. The coordinator also supports insurance preauthorizations, outside medical record collection, operating-room case coordination, patient communications, and physicians’ academic and general administrative needs. The stated schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. The position is full-time and hybrid, based in the District of Columbia. The starting salary range is $18.65–$34.75 per hour, with $55,000 targeted and compensation commensurate with experience.

Requirements

High school diploma or graduation equivalent.
Three years of progressively responsible medical office experience.
Medical terminology required.
Additional education may substitute for one year of required experience to the extent permitted by the JHU equivalency formula.

Responsibilities

Handle patient requests professionally and efficiently, gather information, address patient needs, provide applicable education, and document interactions.
Provide scheduling, registration, and care coordination support.
Serve as a resource for Medical Office Coordinators and other administrative staff, assist with training new staff, and potentially serve as a super user for new systems.
Help prospective patients and families identify an appropriate provider, considering specialty, appointment availability, insurance coverage, and geographic location; offer alternatives when appropriate.
Independently address complex patient situations, including VIP and international patient needs and unique scheduling situations.
Coordinate complex pre- and post-operative visits, including preliminary exams, imaging, tests, and gathering results for physician review.
Coordinate care across specialty programs, departments, locations, institutions, entities, and systems.
Schedule new and follow-up appointments, assist with clinic cancellations and rescheduling, collect insurance information, and complete registration in EPIC.
Respond to complex patient billing questions and refer patients to the appropriate billing or financial services.
Support physician-directed insurance preauthorization and single case agreement processes by submitting necessary clinical information.
Coordinate follow-up visits, provide treatment and testing-location information, schedule labs and procedures, and coordinate scheduling with other areas.
Notify patients and reschedule appointments and related tests when a physician’s clinic is cancelled; make courtesy calls when requested.
Answer patient calls, check voicemail routinely, and return calls within 24 hours.
Coordinate receipt of outside medical records, ensure records are scanned into EPIC before clinic, and provide records to physicians according to protocol.
Refer patients to appropriate resources and clinical areas; send post-operative information and letters to referring physicians when needed.
Send appointment confirmation letters when needed for appointments scheduled less than two weeks ahead.
Process physician-completed patient forms, scan them into EPIC, and send originals to patients.
Review clinic schedules and make adjustments as appropriate.
Enter patient phone messages in EPIC and route them to physicians; print and send patient letters; document inbound and outbound calls; pend prescription refills and orders; and check and respond to the EPIC in-basket as directed by department policy.
Reinforce office-visit information, answer patient questions, provide current insurance information, facilitate lab and procedure scheduling, and coordinate handoffs to the call center.
Gather information for prescription refill requests, route them to physicians, and assist with insurance authorizations for non-formulary medications.
Work with the surgical scheduling coordinator to post operating-room cases, verify and scan completed and signed posting sheets, send surgical packets with pre-operative instructions, and ensure required documents are received and scanned before surgery.
Prepare to support clinic activities from home in the event of a Johns Hopkins closure, including maintaining virtual desktop access, electronic reference lists, and physician, supervisor, and clinic manager contact numbers.
Provide general administrative support to physicians, including answering phones, scheduling meetings, maintaining calendars and filing systems, arranging travel, and copying or scanning materials.
Assist with correspondence, reports, posters, and related documents; compile information for reports, grant applications, and manuscripts; coordinate meetings; and process reimbursements according to department protocol.