Sr. Medical Office Coordinator (Otolaryngology)

About the job

We are seeking a Sr. Medical Office Coordinator in the department of Otolaryngology. The Sr. Medical Office Coordinator coordinates the activities of a multi-faceted, high-volume medical and/or surgical practice to ensure a smoothly functioning office and good patient relations. Resolve patient problems, third party issues, or refer patients to appropriate resources. Serves as a resource in a team environment.

Specific Duties & Responsibilities

• Assists patients, patients' families, referring physicians, and third-party carriers to resolve patient related issues.
• Schedules patients for laboratory tests, medical examinations, procedures, and admissions. Resolves any schedule conflicts. Uses automated records systems to access, enter, and edit patient information.
• Relays information to patients regarding preparation for laboratory tests, examinations, and procedures. Assures all patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
• Obtains pre-certifications as required by patients' health care insurers or managed care providers. Utilizes knowledge of physician(s)' practices and requirements of third-party payers to provide appropriate documentation to assure authorization/certification for medical services.
• Maintains familiarity with various types of medical insurance to explain these plans.
• Informs patients of costs of care being provided, and guides them to appropriate resources for further information, guidance, or assistance.
• Arranges or assists in arranging patient transportation.
• Demonstrates awareness of limitations of institutional resources and seeks to maximize physician scheduling within this context. Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments).
• Assists physician(s) in monitoring signing of operative notes, discharge summaries, and clinic notes.
• Triages patient calls and medical issues. Answers patient medical questions where appropriate and determines if physician/nurse response is required.
• Perform other related duties as requested.

In addition to the duties described above

• Ensure pre-visit readiness by obtaining and verifying outside records, imaging, and pathology (CRISP, CareEverywhere, eHealth).
• Coordinate multidisciplinary care (e.g., Med Onc, Rad Onc, Dental, SLP, Nutrition) for oncology patients.
• Expedite complex referrals and imaging to support timely access to care.
• Manage pre- and post-operative scheduling workflows to ensure continuity of care.
• Support procedure workflows by ensuring appropriate CPT codes and authorizations are secured in advance.
• Provide structured patient communication and education, including intake coordination and MyChart guidance.

Minimum Qualifications

• High School Diploma or GED equivalent.

• Three years progressively responsible medical office experience. Medical terminology required. Intermediate computer and proofreading skills required.

• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Experience in the Johns Hopkins system strongly preferred.

Classified Title: Sr. Medical Office Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $18.65 - $34.75 HRLY ($26.65 targeted; Commensurate w/exp.) Employee group: Full Time Schedule: Mon - Friday 8:30 - 5:00 PM (Flexible) FLSA Status: Non-Exempt Location: School of Medicine Campus Department name: SOM Oto Head and Neck Surgery Personnel area: School of Medicine