Co Medical Office Coordinator
4 weeks ago
The Department of Surgery is seeking a seeking a CO Medical Office Coordinator who will coordinate activities and provide administrative support for a multi-faceted clinical office to ensure a smoothly functioning office and good patient relations. Interact with patients, patients' families, referring physicians and third-party carriers with regard to patient-related issues. Work with others in a team environment. Provide administrative support for medical matters on behalf of physicians, as well as general academic/general administrative support.
**Specific Duties & Responsibilities**:
Medical Administrative Support
- Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
- Gather patient information, fulfill patient needs, educate patients, where applicable, to prevent the need for future contacts and document interactions in applicable systems.
- Provide quality service and support in a variety of areas which may include, but not limited to scheduling, registration and care coordination.
- Clinical Support
- Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers.
- Collect insurance information, and complete registration in EPIC.
- Answer questions from patients about billing and refer to JHU Physician Billing Services and/or JHH Patient Financial Services.
- Support the physician with insurance preauthorization and single case agreement processes by submitting necessary clinical information as instructed by the physician.
- Coordinate follow-up office visits by providing information about treatment, and testing locations. Schedule lab tests and other procedures, and/or coordinates with other areas to complete scheduling process.
- When physician's clinic is cancelled, call patient to re-schedule physician and/or testing appointments pertaining to that visit.
- If requested by physician, complete courtesy calls to patients to remind them of appointment arrival times and answer questions about location, parking, what to bring, etc.
- Participate in multi-party conversations to ensure appropriate timing of services and medical records as required by physician.
- Provide administrative support for medical matters on behalf of physicians.
- Answer in-coming call from patients and provide information to patients, as appropriate
- Routinely check voice mail and return calls to patients within 24 hours.
- Monitor/manage office fax and scanning appropriate documents to medical record.
- Coordinate with patient and/or referring physician to obtain outside medical records.
- Ensure that all relevant outside medical records are received and scanned into Epic in advance of clinic.
- Ensure that physician gets medical records in advance per protocol as appropriate.
- Refer patient to appropriate resources/clinical areas.
- Send out letters and post op information to referring physicians, if needed.
- Send out confirmation letters to patients when appointment is scheduled less than 1 week out and/or does not have MyChart, or as needed.
- Review clinic schedules and make adjustment as appropriate.
- Open and/or close provider templates using appropriate codes/reasons.
- Ensure that template closures occur greater than 30 days in the future so as not to impact the provider bump rates.
- Ensure that appointment notes are detailed and legible.
- Other activity processed in EPIC.
- Enter patient phone messages and route to physician.
- Print and send patient letters as necessary.
- Document inbound/outbound phone messages to patients as appropriate.
- Pend orders based on defined "Practice Preferences."
- Inbasket - Check messages daily and respond as directed by divisional policy.
- Upload imaging discs into the Ambra Image share system; educate patients or other institutions on how to upload images remotely.
- Requesting, processing, and coordinating with JHH pathology regarding outside pathology.
- Provide information to patients.
- Reinforce information for office visits (e.g. scheduled dates of service, information to bring to the visit, driving instructions, where to park, etc.
- Act as a liaison for patient, coordinating future consultations, diagnostics tests, or procedures.
- Reference and become familiar with insurance information found on Johns Hopkins Managed Care website.
- Facilitate scheduling of lab tests and other procedures. Determines appropriate schedule for clinical appointments based on physician schedule and does three-way call to hand off patient to call centers.
- Prescription refills
- Gather information and to pend RX request and route to appropriate clinician.
- Input RX refills requested and route to physician or clinical nursing inbasket.
- Assist as needed with insurance authorizations - as necessary.
- Coordination of OR Cases (If applicable)
- Accurately post all OR cases in a timely and efficient manner.
- Verify that the posting sheet and patient cons
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