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