Medical Office Coordinator (School of Medicine Pediatric Cardiology)

About the job

School of Medicine, Pediatric Cardiology is seeking a Medical Office Coordinator (MOC) to support 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.

Specific Duties and Responsibilities

Medical Administrative Support

• 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.
• This role ensures efficient clinic operations while delivering exceptional patient service in a team-based, patient-centered environment.

Clinical Medical Administrative Support

• 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.

Minimum Qualifications

• 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.

Preferred Qualifications

• 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.

Classified Title: Medical Office Coordinator Role/Level/Range: ATO 40/E/02/OD Starting Salary Range: $16.60 - $29.50 HRLY ($52,000 targeted; Commensurate w/exp.) Employee group: Full Time Schedule: M-F: 8:30 to 5pm FLSA Status: Non-Exempt Location: School of Medicine Campus Department name: SOM Ped Cardiology Personnel area: School of Medicine