Medical Office Coordinator; School of Medicine Pediatric Cardiology

School of Medicine, Pediatric Cardiology is seeking a Medical Office Coordinator 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…