Provides direct support to clinical staff on operational and administrative tasks. Responsible for providing complex administrative support, event production and schedule management duties in support of the Ocular Surface Center. Coordinates daily activities in complex medical practice to ensure a smoothly functioning office and good patient relations. This individual works with research manager and clinical manager, maintains faculty member’s academic and administrative calendars. This individual will function in a team oriented environment with ability to cross cover as needed/appropriate in other roles/functions within the office while still working independently with professionalism and efficiency. The successful candidate must be highly proactive and demonstrate the ability to plan ahead, manage multiple projects simultaneously and work independently. The successful candidate will be able to prioritize effectively, take an energetic approach to work assignments and take initiative in anticipating the needs of The Ocular Surface Clinical team, while being committed to responsiveness, customer service, excellence and teamwork.
Specific duties & responsibilities:
Responsible for all administrative aspects of the Ocular Surface Center program. Serves as the primary resource for issues related to this clinic.
Works with payers to learn requirements and obtain necessary authorizations for clinical procedures, services, medication and supplies.
Reviews schedules in advance to verify that scheduled procedures and services that require pre-authorization by payors have been obtained.
Obtains pre-certification/authorization and/or referrals as required by payors for clinical procedures, services, medication, and supplies
Educates patients authoritatively about their coverage and payment responsibilities as it related to dry eye procedures.
Ensures patients understand and sign necessary documentation related to insurance coverage (e.g. Advance Beneficiary Notice form, Exclusion of Benefits form, etc.) for procedures.
Collects payment/s from patients prior to services as needed for procedures. Follows protocol for time of service collections.
Acts as a medical office coordinator/patient service coordinator in the capacity of scheduling and cancelling clinical and dry eye procedure patient appointments as needed, answering phone and inbasket messages, EPIC documentation.
Schedules new and follow up appointments for patients as needed
Other activities processed in EPIC including template changes, ability to hold/release dates, ability to read patient chart for basic information, able to pend and route messages/RX requests, Documentation as necessary for procedural treatments in compliance with billing departments standards
Prints and sends patient letters as necessary including using templates to produce medical necessity letters, excuse from school, embassy and international requests, etc.
Coordinates 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 clinical visit. Ensure that physician gets medical records in advance per protocol as appropriate.
Sends out confirmation letters to patients when appointment is scheduled in less than 2 week timeframe as needed.
Scheduling of interpreter as needed.
Receives and scans 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 the patients for their records.
May be asked to act as a liaison for patient, coordinating future consultations, diagnostics tests, or procedures.
Able to answer more complex questions with accuracy and provide up to date insurance information found on Johns Hopkins Managed Care website.
If applicable, prepare to support clinic activities from home in case of JHU closure (install virtual desktop and keep electronic reference lists as needed, and make sure you have cell or home phone numbers for physicians, supervisors, and clinic manager).
Orders and obtains special medical supplies on as needed basis (i.e. culture plates, Prokera) and knows if PA is needed for them, obtains as necessary
Acts as point person for questions from interdisciplinary divisions such as the Call Center and centralized surgical scheduling, able to direct to appropriate entity.
Resolves patient questions promptly. Involves other divisions as needed (e.g. Billing).
Retrieves and responds to incoming faxes.
Monitors In-Basket messages daily. Resolves if possible. Routes and/or reminds clinical staff as needed.
Participates in tasks needed to ensure compliance with regulatory requirements.
Monitors flow of office for improvement opportunities.
Make appointments, and billing correctly for clinical patients
Prepare eyeglass, medical scripts and other orders for doctor to sign.
Assist doctor in scheduling, preparing, and set up for performing minor procedures
Inventory, ordering, and supplying all ocular surface clinic materials needed for procedures, biopsies, etc
Development of instructional worksheets, brochures, handouts, smart phrase development and implementation
Responsible for most of epic in basket messages from patients, routing to fellow and or physician as necessary
Responsible for keeping track of covermymeds, obtaining prior authorizations and writing letters of medical necessity for both medications and procedures, writing appeals and requesting peer to peer reviews when needed
Knowledgeable in all billing aspects for procedures and clinical purposes• Knowledgeable in all billing aspects for procedures and clinical purposes
Exercise good judgment, tact, and sensitivity at all times while working in a busy hospital clinic
Coordinates and manages the e-calendars with proxy for faculty member. Maintains Dr. Akpek’s schedule using computer software, which includes scheduling meetings, depositions, court appearances, speaking engagements and attendance at local, national and international meetings. Manages appointments around OR schedule, manages and facilitates clinical procedures and clinical schedule and templates.
Manages Dr. Akpek’s personal schedule as it pertains to clinical impact. The individual should be able to effectively manage all the above calendars in an accurate and duplicable manner without Excessive/Unnecessary overbooks and absences of pertinent events
Be able to identify need for urgency and/or overbook
Answer office phone, schedule meetings/maintains calendar for physician, make travel arrangements, maintains filing system (copy or scan as indicated).
Prepare travel and accommodation arrangements. Coordinate travel plans and itineraries in a manner that promotes the best use of time and efficiency and minimizes potential travel issues.
Coordinates travel arrangements for conferences and meetings, ensuring registration for medical conferences and continuing education including processing forms for necessary tuition remission. Prepares edits and updates detailed conference and travel itinerary.
Track and ensure timely processing of travel and expense reimbursement. Maintain the executive and office travel and expense logs.
Pay invoices and reimbursements and track payments
Coordinates reimbursement from university funds for eligible business related expenses.
May coordinate large meetings and/or seminars (e.g., arrange logistics for speakers, meeting space, refreshments, invitations)
Able to schedule teleconferences, meetings, WebEx etc with accurate, detailed information including contact information, address, topic etc.
Assists with conferences and workshops including annual dry eye CME meeting; particularly fundraising, interacting with the JHU CME office, budget with reconciliation, dinner, travel etc.
Manages the transcription process, transcribes when necessary, composes and distributes correspondence, email and manages, organizes and maintains confidential files
Supports the fund raising activities with donors and VIPs. Works with the Wilmer Development office/Research Manager through assisting the preparation of materials, background information, and follow up contacts and correspondence.
Manages media queries, and coordinates media interaction with the Director of Public Affairs
Assist with preparation of correspondence, reports, posters, and related documents
Manage the continuing education activities and events. Event set-up and management including registrations, advertisement, continuing education credits and their applications. Track enrollments and implement plans to address any deficiencies.
Responsible for organizing committees and academic requirements, including scheduling, invitations, reminders, meeting logistics (including A/V, catering, meeting location, conference line availability, etc.) Maintain attend lists, committee rosters and contact sheets. Prepare and distribute materials for meetings as needed. Record and track agenda items for one-on-one meetings. Prepare meeting agendas accordingly.
Manage the calendar of project and program meetings, appointments, other project related activities and special events; organize high-level meetings with constituencies as required; anticipate future schedule conflicts and take initiative to resolve them in a timely manner. Which includes schedules, meetings and conferences for both the US and international meetings and events. Represent the team in professional settings as needed.
Prepare the physician daily for a wide range of meetings and presentations and work with other staff and offices to ensure that materials for meetings and special events are developed and prepared appropriately and on time. Attention to details in this task is critical.
Updates Dr. Akpek’s CV as necessary, and independently
Other duties as assigned
Minimum qualifications (mandatory):
• High school diploma required. AA degree or higher preferred. Minimum 3 years related experience required. 2 years medical office experience preferred. Person(s) with knowledge of dry eye and related procedures/insurance highly considered.
Classified Title: Clinical Program Coordinator Working Title: Clinical Program Coordinator Role/Level/Range: ATO 40/E/03/OE Starting Salary Range: $17.42-$23.95 (commensurate with experience)
Employee group: Full Time Schedule: Mon-Fri 8:30-5 Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002992-SOM Oph Anterior Segment 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 Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.