CO Medical Office Supervisor
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $40,820-$56,149 (commensurate with experience)
Employee group: Full-Time
Schedule: Working 37.5 hours per week; Monday-Friday 8:30-5:00pm
Exempt Status: Exempt
Location: 04-MD:School of Medicine Campus
Department name: 60003827-SOM DOM GIM Hospitalists
Personnel area: School of Medicine
This position manages the Combined Internal Medicine Pediatrics Training Program and reports to the Medicine Pediatrics Program Directors to organize intern recruitment, evaluations, curriculum maintenance, scheduling, orientation and house staff activities. The position will work in collaboration with the internal medicine and pediatrics categorical residency programs to ensure program compliance with established accreditation regulations, including national and University policies and guidelines. This position will work with Department of Medicine Credentialing, School of Medicine Registrar’s office, and the Medical Staff office to complete the credentialing and reappointment of the house staff as well as program verification forms.
This position will be split 50:50 with the Hospitalist Program as a Medical Office Supervisor. In this role, the Medical Office Supervisor will report to the Administrative Services Manager for the Hospitalist division.
The Medical Office Supervisor oversees all administrative operations for the Division of General Internal Medicine’s Hospitalist Program. This position will manage the day to day activities of a multifaceted medical practice to ensure a smoothly functioning practice and excellent patient relations.
Under the supervision of the Administrative Services Manager, the Medical Office Supervisor will oversee recruitment, directly supervise individual employee training and development, performance appraisals and disciplinary actions for the full time Sr. Medical Office Coordinators as well as Discharge Coordinators hired to work with the house staff.
* This position is a Required Attendance/Essential Employee position which requires the incumbent to report to work during an event (weather or otherwise) that causes JHU to curtail its operations by closing some or all the university’s offices.
Specific Duties & Responsibilities:
MP Residency Program Coordinator
- Serves as a member of the leadership team and attends leadership meetings taking notes and preparing minutes for the meetings. Attends quarterly switch day events and cohort dinners for the MP residents.
- Interacts cordially with the MP residents and answers their questions as able.
- Coordinates recruitment activities. Serves as a welcoming first point of contact for the applicants. Schedules applicants and interviewers, compiles faculty ratings from interviews, and prepares the preliminary rank list for the rank meeting. Organizes all aspects of the interview day including breakfast, lunches, transportation to EBMC, and receptions. Creates the rank meeting excel and participates in the rank meeting.
- Coordinate orientation activities for the medicine peds residents in collaboration with the categorical programs.
- Use Johns Hopkins SAP system to process reimbursements and invoices for Medicine Pediatrics Directors and residents. Maintains a spreadsheet of reimbursements for tracking of expenses as related to budget.
- Responsible for credentialing all incoming Medicine Pediatric residents.
- Works with DOM Credentialing, SOM Registrar’s Office, and the Medical Staff Office in the reappointment of existing residents.
- Responsible for the scheduling of the proper training classes for new residents including EPIC, Procedure, and online Clinical training modules in conjunction with the categorical programs.
- Maintains good relationships and coordinates program activities with the categorical program coordinators.
- Schedules program educational events, meeting, retreats, Idoreyin Montague grand rounds, and graduation, which includes scheduling of conference rooms, venues, a/v equipment, and food.
- Helps to schedule and organize the program’s retreat
- Administers the evaluation and scheduling system ensuring that rotation evaluations are entered and completed for each rotation. Coordinates evaluation system with the categorical programs.
- Updates goals and objectives for the urban health (UH) rotations and communicates with the UH rotation directors or their designee.
- Compiles and submit reports to ACGME, American Board of Pediatrics and Internal Medicine, American Academy of Pediatrics, American College of Physicians, American Association of Medical Colleges, AMA, and professional organizations as required.
- Participates in institutional, departmental, community, or national meetings with regards to the MP program. Attends the ongoing professional development programs and will remain informed about current academic trends.
- Maintains list of clinic preceptors and helps to schedule mini CEX.
- Updates and maintains Program Letters of Agreement and helps to create Away Rotation documents.
- Updates Medicine Pediatrics program website.
- Maintains resident memberships in organizations such as ACP, NMPRA, and AAP.
- Coordinates Urban Health Elective schedule.
- Maintains and updates resident files.
- Updates duty hours schedule and ensure that hours are logged by the residents.
- Coordinates the ACGME site visit for the Medicine Pediatrics Training Program.
- Updates program letter of agreement.
- Completes internal ACGME monthly training forms.
- Creates resident survey instruments and administer them.
- Serves as admin for the MP program director and maintain the director’s calendar.
- Helps to produce the weekly “This Week in UH” newsletter.
Medical Office Supervisor Duties:
- Coordinates a multifaceted, high volume medical practice.
- Monitors and problem solves on active divisional issues, and works with Hospitalist Program and Divisional leadership to develop, implement and maintain new administrative policies and procedures to ensure efficient operations of the division.
- Defines, directs and monitors support staff responsibilities, productivity, performance, workflow and coverage, and coordinates and approves all support staff leave time and overtime, etc.
- Serves as contact for all faculty, clinical associates, mid-level providers, house staff, and staff in the program with questions, requests, etc.
- Serves as liaison for physician practice to department administration, clinical management, and hospital services.
- Approves vacation requests and coordinate vacation schedules among the MOC group. Manage back up support coverage for vacations and leaves to ensure there is always MOC coverage and the physicians know who to contact.
- Review and approves E210 Time keeping submissions for MOC staff.
Manages both Physician and NPPA processing through Credential Verification Office and Billing Enrollment Offices, and International office when applicable.
Coordinates with the divisional financial coordinators(s) to carry out funds allocations and reconciliations, including on divisional grants.
Oversees all Hospitalist program financial activities (i.e. payroll, purchasing/accounts payable, budgeting, controlling expenses, etc.) in conjunction with the Administrative Services Manager.
Medical Officer Coordinator Duties:
- Exercise HIPAA compliance daily.
- Assists patients, patients' families, referring physicians, and third party carriers to resolve patient related issues.
- Triages patient calls and medical issues. Independently answers patient medical questions where appropriate and determines if physician/nurse response is required.
- Schedules patients for laboratory tests, medical examinations, procedures, and admissions. Resolves any schedule conflicts. Uses automated records systems to access, enter, and edit patient information.
- Relays information to patients regarding preparation for laboratory tests, examinations, and procedures. Assures all patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
- Demonstrates awareness of limitations of institutional resources, and seeks to maximize scheduling within this context. Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments).
- Maintains ongoing familiarity with various types of medical insurance to independently explain these plans.
- Assists physician(s) in monitoring signing of operative notes, discharge summaries, and clinic notes.
- Informs patients of costs of care being provided, and guides them to appropriate resources for further information, guidance, or assistance.
- Obtains pre certifications as required by patients' health care insurers or managed care providers.
- Delivers radiology CDs and Pathology slides to appropriate department for review.
- Assists patients or family members with completion of medical insurance forms.
- Arranges or assists in arranging patient transportation.
- Assists in formatting and preparation of manuscripts, grant proposals, statistical reports, project proposals, meeting agendas, tables, charts and other technical or operational documents charts using knowledge of scientific, medical, literary, or other technical terms.
- Process receipts for reimbursement in a timely fashion, no later than 1 week after receipt.
- Assist physicians with supplies, pagers (i.e. ensuring pagers are in working order) when needed.
- Manage requests from Resident Rotators, sub interns and Med Students in the same way Physician Requests are handled. Seek out each learner on a daily basis to assist, if needed, in appointment scheduling or obtaining patient medical records. Proactively provide support to this group.
- Works collaboratively with the clinical team and administrative team to ensure high levels of patient satisfaction thorough efficient and thorough patient care.
- Manages administrative calendars for select faculty members.
- Maintains EPIC certification as required annually.
- HIPAA certification is to be completed upon hire and any time there after requested.
Minimum qualifications (mandatory):
- High School Diploma or GED with five years progressively responsible administrative experience.
- Additional education can be substituted for work experience.
Bachelor’s degree preferred
Special knowledge, skills, and abilities:
- Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software. Including Microsoft Office applications.
- Knowledge of medical terminology required. Knowledge of insurance coverage preferred.
- Successfully completes all required training courses to include: Electronic Patient Records (EPR), EPIC scheduling, ORMIS scheduling, and any other software systems.
- Complete all required HIPAA courses and other specified online training courses
- Demonstrated interpersonal, written and verbal communication skills are required in order to service a diverse customer base.
- Ability to demonstrate and convey favorable image of the organization and to conform to proper standards of professional dress, attitude and demeanor. Ability to demonstrate a high level of interpersonal skills required to interact with patients, patients’ families/visitors and clinical staff.
- Demonstrate ability for self-direction and initiation required. Demonstrated ability to work independently and as part of a team required.
Any specific physical requirements for the job:
- Ability to move about or sit for an extended period of time
- Reaching by extending hand(s) or arm(s) in any direction
- Finger dexterity required to manipulate objects with fingers for example, using a keyboard
- Communication skills using the spoken word
- Possible exposure to communicable diseases
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 firstname.lastname@example.org. 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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