Medical Office Coordinator (School of Medicine Pediatric Cardiology)

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

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

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer

Note: Job Postings are updated daily and remain online until filled.

EEO is the Law

Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf

Important legal information
http://hrnt.jhu.edu/legal.cfm