Administrative Coordinator

Overview:

Why Choose Johns Hopkins Intrastaff? At Johns Hopkins Intrastaff, you're not just an employee, you're an integral part of a renowned healthcare system. Unlike traditional staffing agencies, we offer you the unique advantage of being both a temporary employee and a valued member of our prestigious organization.

Position Overview:

• The Administrative Coordinator will provide administrative and clinical support for the Division of Adult Urology to include the director, physicians, and clinical scheduling coordinators. The administrative coordinator will assist with scheduling appointments and procedures for adult urology. The position reports to the Division Director of Benign Urology with a dotted line to the Clinical Operations Manager.

Location:

• Bayview Medical Center; located in Baltimore, Maryland.

Schedule:

• Monday - Friday 8:30 AM - 5:00 PM.

Start Date:

• January 27, 2025.

Pay Rate:

• $24.00 Per Hour.

What We Offer:

• Impactive Work: You will have a positive impact on making a difference in a patient’s life.
• World-Class Environment: Work alongside some of the best healthcare professionals, including top nurses, physicians, and allied health experts.
• Cutting-Edge Innovation: Gain exposure to state-of-the-art technology and participate in groundbreaking medical research that shapes the future of healthcare.
• Benefit: Medical, Dental, Vision, 401K, Access to Johns Hopkins Credit Union and more.

If you're passionate about healthcare, thrive in a diverse team environment, and are eager to make a difference, Johns Hopkins Intrastaff is the place for you. Join us in delivering exceptional care and advancing medical science. Apply now and be a part of something extraordinary at Johns Hopkins Intrastaff!

Responsibilities:

• Schedule clinic appointments, procedures, OR cases, and other ancillary tests/lab tests/procedures. As necessary, coordinate with other areas to complete the scheduling process.
• Ensure that all patients have their outside medical records scanned into Epic for review in advance of office visit.
• Assist with rescheduling patient appointments for canceled clinics.
• Contact all new patients prior to their first appointment to confirm appointment and location.
• Answer clinical providers’ patient appointment phone numbers and triage requests accordingly.

• Professionally and efficiently, handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Gather patient information, answer questions from patients, where applicable, and document interactions in applicable systems.
• Refer patients to appropriate resources for information, guidance, or assistance.
• Assist patients, patients' families, referring physicians and third-party insurance companies to resolve patient-related issues.
• Answer incoming calls from patients and provide information to patients, as appropriate.
• Triage patient calls where appropriate and determine if medical staff response is required.
• Assure all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Scan patient's outside medical records and upload into their electronic charts in EPIC.
• Organize and obtain all materials for surgeon care of patients.
• This includes outpatients and inpatients from obtaining pathology reports, pulling charts, making new patient charts, filing patient materials, and obtaining x-rays and notes from referring physicians.
• Obtain precertification as required by patients’ health care insurers or managed care providers.
• Utilize knowledge of medical staff(s) practice and requirements of third-party payors to provide appropriate documentation to assure authorization/certification for medical services.
• Assist patients or family members with the completion of medical insurance forms.
• Assist in the preparation of forms to complete as requested by the patient such as: Disability, Family Medical Leave, Worker's Compensation, Medical Assistance Application, MVA, etc.
• Scan completed forms into electronic charts in EPIC and send originals to patients for their records.
• Copy and send medical records to other physicians and insurance companies as requested by patients and any other correspondence as needed by patients.
• Monitor fax server and index faxes.

• Receive and screen incoming faxes, calls, and mail; prioritize, organize, and designate necessary action to be taken, deadlines, and follow-up.
• Maintain an accurate log of outgoing correspondence.
• Schedule, coordinate, and set up meetings for faculty.
• Provide administrative support, including document formatting and typing meeting agenda, material, and minutes.
• Circulate meeting invitations, agenda, and minutes, as assigned.
• Make travel arrangements and coordinate traveling schedules with clinic staff.
• This includes airline reservations, hotel accommodations, registration forms, etc.
• Type travel itinerary.
• Assist faculty in their capacity as editors of several medical bulletins.
• Responsibilities include receiving manuscripts, maintaining a record of each manuscript, and corresponding with authors and publishers.
• Coordinating submission and galley review of chapters from authors and publishers.
• Keep Curriculum Vitae. Keep appointment books and activities.
• Schedule all administrative meetings.
• Coordinate schedule with clinic staff.
• Keeps track of deadlines, and projects and coordinates all organizational aspects of division.
• Operate personal computer to access e-mail, electronic calendars, computerized scheduling and documentation databases, and other basic office support software.
• Use an automated records system to access, enter, and edit patient information. Establish and maintain office files

• Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors.
• Utilize proper telephone etiquette.
• Warmly greet patients and visitors.
• Handle and resolve patient complaints non-defensively and without blame to other employees.
• Seek to satisfy a dissatisfied customer.

• Maintain all office equipment such as copier and fax machines.
• Successfully complete all required EPIC training courses.
• Complete all required HIPAA and other specified online training courses.
• Perform other duties as assigned.

Qualifications:

Minimum Qualifications (mandatory):

• High School Diploma or GED.
• Certification/Registration as a Medical Assistant (e.g. CMA, AAMA, RMA, AMT, NAHP) required. If not currently certified/registered, must become certified/registered within 90 days of the date of hire.
• Current CPR certification by the American Heart Association or the American Red Cross is required. Must maintain MA and CPR certification/registration during the duration of employment in this position.
• One year of work experience in a similar service-oriented industry is required.
• Completion of Medix, or another Accredited Medical Assistant School required.
• Additional education may be substituted for years of related experience, to the extent permitted by the JHU equivalency formula.*

Preferred Qualifications:

• Experience in Urology or other comparable surgical or procedural sub-specialty areas preferred.
• Medical office coordination experience
• Experience using Epic

Johns Hopkins Health System and its affiliates are an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.