Medical Office Coordinator (Pediatrics)

The Department of Pediatrics is seeking a full-time Medical Office Coordinator (MOC) for the Pulmonary division. This position supports the daily administrative and operational activities of a high-volume, multi-specialty clinical division, and will ensure efficient clinic operations while delivering exceptional patient service in a team-based, patient-centered environment. The successful candidate will work closely with physicians and clinical staff, while coordinating 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

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.

Minimum Qualifications

- 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.

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.
- 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