Medical Office Coordinator/CMA
Company: The Johns Hopkins University
Posted on: February 22, 2021
Coordinate activities to provide secretarial and medical
assistant support for a multi-faceted clinical office to ensure a
smoothly functioning office and good patient relations. Interact
with patients, patients' families, referring physicians and third
party carriers with regard to patient-related issues. Work with
others in a team environment. Provide administrative support for
medical matters on behalf of physicians, as well as general
academic/general administrative support. The individual displays
responsible behaviors, communicates effectively to others and
functions as a member of the healthcare team. The MOC/CMA functions
under the direct supervision and authority of the physician when
performing clinical tasks during patient care. The MOC/CMA reports
to the Clinic Supervisor, who is responsible for administrative
supervision, staff development, and orientation of the MOC/CMA to
the area's policies and procedures. The MOC/CMA must demonstrate
competency in all skills related to the performance of patient
care. The MOC/CMA maintains an inventory of examination/procedure
room supplies, assists in the organization of efficient patient
flow, and organizes the clinic environment to assure patient
safety. The MOC/CMA demonstrates problem-solving skills as they
relate to patient care activities, provides guidance for and acts
as a role model for Medical Assistants in the clinical area.
Specific Duties & Responsibilities: Medical Administrative Support.
Professionally and efficiently handle incoming requests from
patients and ensure that issues are resolved both promptly and
thoroughly. Gather patient information, fulfill patient needs,
educate patients, where applicable, to prevent the need for future
contacts and document interactions in applicable systems. Provide
quality service and support in a variety of areas which may
include, but not limited to scheduling, registration and care
- Clinical Administrative Support
- Schedule new and follow-up clinic appointments, and assist in
canceling and rescheduling of clinics for providers who have a
non-schegistrar as their Medical Office Coordinator.
- Collect insurance information, and complete registration in
- Answer questions from patients about billing and refer to JHU
Physician Billing Services and/or JHH Patient Financial
- Support the physician with insurance preauthorization and
single case agreement processes by submitting necessary clinical
information as instructed by the physician or Clinic
- Coordinate follow-up office visits by providing information
about treatment, and testing locations. Schedule lab tests and
other procedures, and/or coordinates with other areas to complete
- When physician's clinic is cancelled, call patient to
re-schedule physician and/or testing appointments pertaining to
- If requested by physician, complete courtesy calls to patients
to remind them of appointment arrival times and answer questions
about location, parking, what to bring, etc.
- All information entered into EPIC will be subject to
evaluation, quality controls and performance management
- Provide administrative support for medical matters on behalf of
- Answer in-coming call from patients and provide information to
patients, as appropriate
- Routinely check voice mail and return calls to patients within
- Coordinate with patient and/or referring physician to obtain
outside medical records. Ensure that all relevant outside medical
records are received and scanned into Epic in advance of clinic.
Ensure that physician gets medical records in advance per protocol
- Refer patient to appropriate resources/clinical areas.
- Send out letters and post op information to referring
physicians, if needed.
- Send out confirmation letters to patients when appointment is
scheduled less than 2 weeks out or as needed.
- Receive from physician completed and signed forms requested by
the patient such as: Disability, Family Medical Leave, Workers
Compensation, Medical Assistance Application, MVA, etc. All
completed forms should be scanned into EPIC and send original to
patients for their records.
- Review clinic schedules, and make adjustment as
- Other activity processed in EPIC
- Enter patient phone messages and route to physician.
- Print and send patient letters as necessary
- Document inbound/outbound phone messages to patients as
- Pend RX refills requested and route to physician
- Pend orders based on defined "Practice Preferences."
- Provide information to patients
- Reinforce information for office visits (e.g. scheduled dates
of service, information to bring to the visit, driving
instructions, where to park, etc.
- Act as a liaison for patient, coordinating future
consultations, diagnostics tests, or procedures.
- Up to date insurance information found on Johns Hopkins Managed
- Facilitate scheduling of lab tests and other procedures.
Determines appropriate schedule for clinical appointments based on
physician schedule, and does three way call to hand off patient to
- Coordination of OR Cases (If appropriate)
- Work with surgical scheduling coordinator to post all OR
- Send out surgical packet to patient with pre-op
- Verify all documents are received and scanned appropriately
into EPIC prior to date of surgery.
Certified Medical Assistant Specific Duties and
- Clinical: Participates in the care of the patient, under the
direct supervision of the Physician and in collaboration with the
- Collects patient information and assessment data. Obtains and
records patient's vital signs: temperature, pulse, respirations,
blood pressure, weight and height. Reports assessment findings to
practitioner, and records on appropriate documentation forms in a
timely manner. Obtains additional data from patient and significant
other based on initial data collection. Performs chart review prior
to clinic visit to obtain historical data.
- Monitors patient status recognizing and reporting abnormal
findings or changes in condition.
- Organizes patient care activities based on assessment
- Confirms and clarifies written orders prior to implementation
of delegated tasks.
- Maintains and uses principles of aseptic techniques and
infection control when performing clinical duties and tasks.
- Assists practitioner in identified patient
procedures/treatments/examinations, (preparation, positioning,
supplies, equipment). Proactively problem-solves and identifies
solutions to barriers to safety.
- Appropriately obtains and manages specimens, including:
labeling, form completion, transport to laboratories, and log
- Recognizes emergency situations and implements emergency
procedures according to clinic guidelines. Administers first aid,
CPR, and maintains emergency equipment and supplies.
- Provides appropriate patient education, health information
materials and community resource lists as directed, and maintains
- Perform EKGs
- Unit Operations: In close partnership with health care team,
assures smooth and efficient patient flow and clinical
- Assists patients to exam room and prepares patients for
examination. Assists patients in wheelchairs and stretchers with
transfers to and from exam tables, procedure tables, and scales
utilizing proper body mechanics and safety measures. Identifies
patients with special needs.
- Orders, stocks, and maintains exam rooms and clinic areas with
standard levels of supplies, medications, linens, nourishments,
forms and equipment. Recognizes patient care trends affecting unit
supplies and notifies clinic supervisor
- Operates clinical equipment according to equipment procedures
including safety and quality control checks. Checks clinic area and
rooms for malfunctioning equipment and general maintenance problems
on a regular basis. Reports findings to appropriate person or
arranges for repairs as required.
- Ensures that soiled linen, needle containers and potentially
infectious waste are appropriately disposed and removed from the
clinic and exam area according to the infection control
- Performs related and delegated tasks, which includes requests
for prescription refills, taking and relaying messages, directing
patient flow and running errands.
- Works with healthcare team to assure smooth and efficient
patient flow and clinical operation. Problem solves obstacles to
throughput process and notifies manager and patients of wait
- Assist with front desk duties, including but not limited
- Responsibility in Medical Assistant Role:
- Identifies self-learning needs related to job description and
seeks out appropriate resources to meet learning needs.
- Acts as a resource and preceptor for Medical Assistants
- Participates in staff meetings by providing constructive input
and facilitating problem-solving.
- Identifies opportunities for performance improvement and
provides input for the development of solutions.
- Identifies and uses a variety of resources to validate patient
- SCOPE OF RESPONSIBILITY: Knows the informal and formal
department goals, standards, policies and procedures, which may
include some familiarity of other departments within the
school/division. Is sensitive to the interrelationships of both
people and functions within the department.
- DECISION MAKING: Carries out duties and responsibilities under
the supervision of the physician and clinic manager. Makes
decisions and establishes work priorities on procedure-oriented
operations. Minimum Qualifications (Required) High School
Diploma/GED Two (2) years secretarial experience.
- Active certification as a Medical Assistant from an accredited
program (e.g. CMA, AAMA, RMA, AMT, NAHP) required.
- If not currently certified, must become certified within
90-days of date of hire. --
- Active CPR certificate by the American Heart Association or the
American Red Cross required.--
- Must maintain MA and CPR/AED certification/registration
throughout the duration of employment in this position. In order to
be eligible for certification/registration, successful completion
of an accredited Medical Assistant training program or five or more
years of primary medical care medical assistant experience is
required. Additional education may be substituted for years of
related experience. JHU Equivalency Formula: 30 undergraduate
degree credits (semester hours) or 18 graduate degree credits may
substitute for one year of experience. Additional related
experience may substitute for required education on the same basis.
For jobs where equivalency is permitted, up to two years of
non-related college course work may be applied towards the total
minimum education/experience required for the respective job.
Special Knowledge, Skills, and Abilities Must have current
certification in CPR and certification as a Medical Assistant by an
approved national examination agency (required).
- Requires successful interpersonal and communication skills with
patients, families, physicians, and other health care team members
in order to foster optimal quality of outpatient care.
- Complete mandatory on-going training necessary to schedule new
and follow-up appointments, as appropriate. Classified Title:
Medical Office Coordinator--
Working Title:--Medical Office Coordinator/CMA ---------------
Role/Level/Range: ATO 40/E/02/OD--
Starting Salary Range: $15.26-$21.00 /Commensurate with
Employee group: Full Time--
Schedule: Monday - Friday, 8:30a - 5:00pm/ 40 hrs per week--
Location: 04-MD:School of Medicine Campus--/ Annapolis, MD
Department name: 10003093-SOM Ped General Administration--
Personnel area: School of Medicine The successful candidate(s) for
this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns
Hopkins University and require special assistance or accommodation
during any part of the pre-employment process, please contact the
HR Business Services Office at email@example.com .--For TTY
users, call via Maryland Relay or dial 711. The following
additional provisions may apply depending on which campus you will
work. Your recruiter will advise accordingly. During the Influenza
("the flu") season, as a condition of employment, The Johns Hopkins
Institutions require all employees who provide ongoing services to
patients or work in patient care or clinical care areas to have an
annual influenza vaccination or possess an approved medical or
religious exception. Failure to meet this requirement may result in
termination of employment. The pre-employment physical for
positions in clinical areas, laboratories, working with research
subjects, or involving community contact requires documentation of
immune status against Rubella (German measles), Rubeola (Measles),
Mumps, Varicella (chickenpox), Hepatitis B and documentation of
having received the Tdap (Tetanus, diphtheria, pertussis)
vaccination. This may include documentation of having two (2) MMR
vaccines; two (2) Varicella vaccines; or antibody status to these
diseases from laboratory testing. Blood tests for immunities to
these diseases are ordinarily included in the pre-employment
physical exam except for those employees who provide results of
blood tests or immunization documentation from their own health
care providers. Any vaccinations required for these diseases will
be given at no cost in our Occupational Health office. Equal
Note: Job Postings are updated daily and remain online until
Keywords: The Johns Hopkins University, Bethesda , Medical Office Coordinator/CMA, Healthcare , Bethesda, Maryland
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