Medical Office Coordinator (Pediatrics)

Specific Duties and Responsibilities

Patient Scheduling

• 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.

**All scheduling and patient information entered into EPIC will be subject to departmental quality assurance and performance standards.

Administrative Support for Physicians

• 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.

Clinic Schedule Management

• Review daily and upcoming clinic schedules and make adjustments as needed to maintain operational efficiency.

EPIC Documentation and Workflow

• 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.

Patient Coordination and Communication

• 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.

Coordination of Surgical Cases (When Applicable)

• 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.

In addition to the duties described above

• Provide additional support for division operations as needed.

• Provide coverage and support for administrative functions as needed.

• Assist with special projects and departmental activities.

• 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.

• 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.

Classified Title: Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OD
Starting Salary Range: $16.60 - $29.50 HRLY ($60,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: 8:30 AM - 5 PM / Mon - Fri
FLSA Status:Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Ped Pulmonary
Personnel area: School of Medicine