Patient Service Coordinator
Classified title: Patient Service Coordinator
Working title (if applicable): Patient Service Coordinator/ Certified Medical Assistant
Role/Level/Range: ATO/ 02/ OD
Starting Salary Range: $30,805 - $42,390
Employee group: Full time
Employee subgroup : Non-Exempt
Schedule (hours/days): 40
Location: Green Spring Clinic
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.
Specific duties & responsibilities:
Patient Service Coordinator position responsibilities: 50%
Offer friendly, courteous, and confidential assistance to every patient to ensure that the patient has a positive experience while at Johns Hopkins Division of Gastroenterology and Hepatology at Green Spring Station. Maintain accurate information on each patient to facilitate the patient encounter. Use automated systems to expedite patient scheduling, pre-registration, check-in, and check-out. Work with others in a team environment.
Schedule patients for laboratory tests, medical examinations, and consultations. Relay information to patients regarding preparation for laboratory tests and examinations. Coordinate visits either within the department or between several departments. Telephone and interview patients and/or family members to obtain accurate pre-registration information and to confirm appointments. Print and mail directions, maps, fee schedules, and department specific information to patients. Send medical questionnaire forms to patients to obtain missing information. 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's demographic data by phone or in person. Confirm appointments by telephone and/or mail. Fill 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. Inform patients of costs of care being provided, and guide them to appropriate resources for further information, guidance, or assistance. Arrange or assist in arranging patient transportation. Answer phones and provide routine information to callers. If a patient has to be admitted to the hospital, take care of administrative tasks of admission so that the patient may go directly to the floor. Review patient charges and extract chargeable items. Collect time of service payments, issues receipts, and prepare cash settlement records. Input diagnostic and procedure codes to TAP system for computer billing. Discuss patient charges, if appropriate, with patients and/or patients' families. Work with available downtown and local support to evaluate eligibility for alternative sources of financing such as Medicaid, Patient Care Funds, loans or other payment sources. Refer patient to appropriate office and ensure application for funds has been made. Prepare patient's statement of charges and review with patient. Assist with basic insurance and third party queries and explain payment policies
Mail lab and patient result letters, file, create and maintain paper and electronic patient charts, provide accurate and timely messages to MDs, fulfill HIPAA compliant ingoing and outgoing medical records requests, manage incoming and outgoing faxes, provide accurate appointment entry/check in/ check out.
Medical Assistant Responsibilities: 50%
The Certified Medical Assistant (MA) has duties and responsibilities related to patient care in the ambulatory clinic environment. The individual displays responsible behaviors, communicates effectively to others and functions as a member of the healthcare team. The CMA functions under the direct supervision and authority of the physician when performing clinical tasks during patient care. The CMA reports to the clinic operations manager, who is responsible for administrative supervision, staff development, and orientation of the MA to the area’s policies and procedures. The CMA must demonstrate competency in all skills related to the performance of patient care. The 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 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.
Clinical: Participates in the care of the patient, under the direct supervision of the Physician and in collaboration with the healthcare team.
- 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 findings.
- 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.
- Under clinical supervision, performs delegated procedures common to the specialty area in a safe, effective, and efficient manner according to Clinical Practice Policy and Procedures. (See attached skills list).
- 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 maintenance. Performs quality control for waived testing. Acts as a “trainer” for new employee and extern orientation, and coordinates activities related to proficiency for these employees.
- 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 educational supplies. Identifies patient’s need for additional information, and refers to appropriate healthcare resources.
- Perform injections, including but not limited to, flu, Hepatitis A, B, and C
- Know how to administer breath tests and capsules
- Take pre-visit vitals, including but not limited to, weight, blood pressure, temperature
- Obtain lab results, and under MD guidance, does routine patient notification of results.
Unit Operations: In close partnership with health care team, assures smooth and efficient patient flow and clinical operation.
- 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.
- Directs patients with medical complaints who call or arrive to the clinic to the patient’s physician and/or emergency room for assistance.
- 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 manager.
- 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 guidelines.
- 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 time.
- Assist with front desk duties, including but not limited to-
- Purging Records
- Clearing the fax machine and distributing documents appropriately
- Printing EPR notes
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 care decisions.
Age Specific Care
- Demonstrates the knowledge and skill necessary to provide care or service based on physical, psychosocial, educational, safety, and related criteria appropriate to the age of the patients served in her/his assigned service area. The required skills and knowledge may be gained through education training or experience.
Minimum qualifications :
- High School diploma or GED required.
- Certification/Registration as a Medical Assistant (e.g. CMA, AAMA, RMA, AMT, NAHP) required.
- If not currently certified/registered, must become certified/registered within 90 days of date of hire. Current CPR certification by the American Heart Association or the American Red Cross required. Must maintain MA and CPR certification/registration during duration of employment in this position.
Note – 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.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.
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.
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