Sr. Medical Office Coordinator; Anesthesiology & Critical Care Medicine

Responsibilities

• Verify and enter pre-registration and insurance information into the computer system and prepare daily printed schedules for designated areas. Obtain and/or verify patient demographic data by phone or in person.
• Confirm appointments by telephone and/or mail. Fill appointment vacancies due to cancellations.
• Obtain pre-certifications as required by patients' health care insurers or managed care providers. Register patients for clinical appointments using computerized database.
• Scheduling:
  Schedule patients for consultation and follow up in the Chronic Pain Clinic using Epic system for medical examinations and consultations.
• Proactively schedule/reschedule patients for efficient utilization of resources (e.g., backfill to cover cancellations or add urgent appointments).
• Schedule OR procedures for chronic pain and at JHOC and Satellite clinics.
• Template Management: act as Certified Template Builder for the Division, provide long term template management and adjustments, maintain template standards, continual template analysis and improvement, protocol management. Responsible for setting Epic templates for all of the satellite site physicians in both Cadence and Optime.
• Patient records: ensure all patients records are handled confidentially. Regularly print and prepare medical questionnaire forms and other information according to departmental guidelines. Ensure that the patients fill the appropriate forms upon arrival.
• Check-out: ensure patients check out after consultation and make their follow up bookings online if applicable. Scan all medical records and store them in Epic after the doctor s visit. Store the patient s hard copy records in a safe and secure place.
• Phone, fax and email: answer phones and provide routine information to callers. Call patients to remind them of scheduled visits and procedures or follow up on missed appointments. Relay telephone messages to the clinic team and follow up with patients to ensure needs are met to satisfaction. Manage all emails relating to Chronic Pain clinic and liaise with different departments to ensure patients are booked as requested.
  
  Liaise with doctors and NPs to manage all incoming and outgoing fax messages regarding authorizations, patient s records and insurance.
• Procedural and OR Scheduling: follow department protocols, reach out to and schedule patients for procedures and surgeries as ordered by attending physicians. Relay pertinent information and instructions regarding preparation, arrival, and departure from procedures. Provide customer service and ensure a positive, professional experience whether in person, on the phone or via email. Relays information to patients regarding preparation for these appointments.
  
  Accurately verifies referral and authorization information and enters into computer system according to guidelines.
• Financial Clearance: verify financial information and submit pre-authorization requests as needed. Collect time of service payments, issue receipts, and prepare cash settlement records. Discuss patient charges, if appropriate, with patients and/or their families. Refer patient to appropriate office if financial counseling is necessary.

• High School Diploma or graduation equivalent
• Three years progressively responsible medical office experience. Medical terminology required. Intermediate computer and proofreading skills required.
• 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.