Johns Hopkins University CO Administrative Coordinator in Baltimore, Maryland

General Description:

The Precision Medicine Center of Excellence for Prostate Cancer (PMCOE PC) through the Brady Urological Institute and Department of Urology is actively developing a center that coordinates a translational, bedside to bench research program that integrates patient care with its research and education missions.

Patients in the practice are drawn from local, national and international locales and often require coordination of multidisciplinary care. This position will serve to assist in the coordination of care for PMCOE PC patients. This includes, but is not limited to the following: collecting outside medical records, labs, pathology, etc.; interact with patients, patients’ families, referring physicians and third party carriers with regard to collection of outside medical records, referrals, and scheduling of appointments; work with others and serve as a resource in a team environment; will perform duties of a sensitive and confidential nature.

Specific Duties and Responsibilities:

Patient Scheduling Responsibilities: Coordinate scheduling of clinic appointments, procedures, and other ancillary tests/lab tests/procedures and coordinate with other areas to complete scheduling process. Work with the Triage Nurse and Patient Access Manager to resolve any schedule conflicts.

Ensure that all PMCOE PC patients have their outside medical records scanned into Epic for review in advance of office visit.

Medical Administrative Support: 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. For example, for patients’ billing inquiries refer to JHU Physician Billing Services and/or JHH Patient Financial Services, as appropriate.

Assists patients, patients' families, referring physicians and third party insurance companies to resolve patient-related issues. Answer in-coming 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.

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 completion of medical insurance forms. Assist in preparation of forms to complete as requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.

Scan completed forms into electronic charts in EPIC and send original to patients for their records. Administrative Assistant Responsibilities: Prints and mails/faxes records, directions, maps and department-specific information to patients. Operate personal computer to access e-mail, electronic calendars, and other basic office support software. Use automated records system to access, enter, and edit patient information.

Customer Service and Teamwork Responsibilities: Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors. Utilizes proper telephone etiquette. Warmly greets patients and visitors. Handles and resolves patient complaints non-defensively and without blame to other employees. Seeks to satisfy a dissatisfied customer.

Computer Knowledge Expectations: Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software. Successfully completes all required EPIC training courses. Completes all required HIPAA and other specified online training courses. Other duties, for all categories, as assigned.



High school diploma/GED required. Associate’s or bachelor’s degree preferred.


3 years related work experience in coordination of a medical office or similar is required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Certified Phlebotomist or equivalent certification desired, but not required.


Experience/prior training in phlebotomy

Proficiency in the use of software applications, databases, spreadsheets, and word processing required.

Knowledge of medical terminology required.

Outstanding organizational skills required. Excellent attention to detail required. Must have excellent time management skill.

Ability to understand and implement support for clinical trials. Ability to manage multiple projects at once, and effectively prioritize each. Requires outstanding verbal communication and interpersonal skills. Basic knowledge of operating a personal computer to access email, utilize electronic calendar systems and databases, and use of basic computer software (Microsoft Word, Outlook, Excel, Adobe)

Prior knowledge or willingness to learn how to use Hopkins based systems such as EPIC, CRMS, etc. that are integral pieces of the medical and medical research enterprise at JHMI

Physical Requirements:

Ability to stand, walk or sit for an extended period of time.

Specific Requirements:

Must adhere to guidelines regarding honest reporting of sensitive and confidential patient information. Employee will be required to complete specific training related to HIPAA, human subjects research, EPIC, and other specified training courses as the position requires. Understands the importance/impact of data integrity in terms of patients, study results, costs, quality of service and scientific research in general. Regular contact with physicians, other health care personnel and patients requires the use of good judgment, tact and sensitivity.

This description is a general statement of required major duties and responsibilities performed on a regular and consistent basis by the incumbent. It should not be held to exclude other duties not mentioned that are similar in nature and level of difficulty.

Job ID: 314869

Location: Baltimore,Maryland

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