Sr Medical Office Coordinator (Ophthalmology)

We are seeking a Sr. Medical Office Coordinator (Sr. MOC) to coordinate daily activities across a complex, a multi-faceted medical practice, ensuring smooth office operations and positive patient relations. This position provides direct support to clinical staff on a broad range of operational and administrative tasks, including but not limited to, scheduling, registration, templating, accounts payable processing, electronic medical record (EMR) management, and special projects. The Sr. MOC will assist the clinic manager maintain adequate front desk coverage and administrative support serving as a key resource in a team focused environment. Responsibilities include addressing patient questions and concerns, resolving issues promptly and accurately, documenting all patient interaction in the EMR, coordinating with vendors to order medical assistive medical devices and supplies and processing invoices and statements for payment.

Specific Duties & Responsibilities

Patient Services & Scheduling

• Provide backup coverage for Patient Services Coordinator, including early morning hours, lunch breaks, and absences as needed.
• Proactively monitor and manage provider schedules, identifying and resolving scheduling conflicts.
• Coordinate specialty appointments between multiple departments.
• Use EPIC for patient scheduling, check-in and check-out, printing After Visit Summaries, eyeglass prescriptions, and monitoring Chat function for additional information.
• Use automated records systems to access, enter, and edit patient information.
• Respond to requests for completion of various medical forms (MVA, disability, workers’ compensation forms, etc.).
• Monitor and respond to in-basket messages, addressing patient questions as appropriate and escalating to physicians and staff within expected timeframes when required.
• Mail, fax, scan patient summary information as directed by providers.
  
  

Financial & Insurance

• Provide backup support to Financial Clearance, including cases that require authorization overrides or other payor required coverage approvals.
• Collect time of service payments, VPOS payments, issue receipts, and prepare end of day and monthly reconciliations, report monthly sales tax collections.
• Conduct attestations for all Credit Card readers and perform monthly BCA checks.
• Discuss patient cost estimates with patients and/or patients' families as appropriate.
• Assist patients with billing questions and issues.
• Maintain working knowledge of various medical insurance types to support accurate scheduling patients and patient inquiries.
  
  

Visual Assistive Devices & Inventory

• Manage Visual Assistive Equipment (VAE), also referred to as devices, for all locations, including inventory management, ordering, obtaining estimates, tracking sales data in Device Log Spreadsheet, and coordinate shipping.
• Maintain and update VAE pricing.
• Administer VAE Device Fund.
• Maintain Eye drop stock inventory in coordination with ophthalmic technician.
  
  

Administrative & Vendor Management

• Manage scheduling templates for all Low Vision providers for all locations.
• Review clinician encounters in Epic for completeness and necessary documentation.
• Add and maintain vendor information in relevant systems.
• Process online check requests and manage Division of Rehab Services (DORS) purchase orders (PO’s), International PO’s, intra-entity transfer request and deposits.
• Record, verify, and process accounts receivable, accounts payable; monitor expense reports.
• Assist faculty and staff with travel booking and reimbursements.
• Assist clinicians with referral to external resources, including DORS, BBVS, VAMC, and JH financial counseling.
• Operate standard office software including e-mail, calendars, and other productivity tools.
• Support all divisional team members and perform other duties as assigned.
  
  

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Three years progressively responsible medical office experience. Medical.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
  
  

Preferred Qualifications

• Two years college or equivalent work experience is preferred.
• Experience in the Johns Hopkins Electronic Medical System and/or Accounts Payable system strongly preferred.
• Knowledge of medical terminology and medical insurance requirements.
  
  

Classified Title: Sr. Medical Office Coordinator

Role/Level/Range: ATO 40/E/02/OE

Starting Salary Range: $18.20 - $33.90 HRLY ($29.86 Targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday-Friday, 8:00 am - 4:30 pm

FLSA Status: Non-Exempt

Location: School of Medicine Campus

Department name: SOM Oph Low Vision

Personnel area: School of Medicine