Medical Office Coordinator

Johns Hopkins University

East Baltimore, MD

ID: 7063336
Posted: February 1, 2020
Application Deadline: Open Until Filled

Job Description

General Job Description:

Under the direct supervision of the Program Manager, Research Nurse Manager, Lead Referral Nurse and the Principal Investigator(s), the Referral Coordinator will coordinate activities to provide support for a multi-faceted clinical trials 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. Offers friendly, courteous assistance to every patient to ensure that the patient has a positive, professional experience while at Johns Hopkins. Work with others in a team environment. Provide administrative support for medical matters on behalf of physicians and referral nurses, 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 coordinator must demonstrates competency in all skills related to the performance of patient care. The coordinator demonstrates problem-solving skills as they relate to patient care activities.

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 documents 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 coordination.
Essential Job Functions:

Proactively obtains any necessary patient records required for new candidates and prescreens potential research subjects for participation in clinical trials (i.e. review of medical history, concomitant meds, pathology, other relevant documents).
Ensure that all relevant outside medical records are received and scanned into EPIC in advance of clinic appointment.
Ensure that physician and research nurses gets medical records in advance per protocol as appropriate.
Maintain ongoing tracking and appropriate documentation on referrals to promote
team awareness.
Moves patients through the system from referral to consent/screening visit in the most efficient timeline possible, including securing slots and initiating insurance approvals.

Documents telephone and other communications with patients per institutional policy.
Attends regular team meetings and collaborates with study team members to review screening and enrollment updates.
Maintains proficiency in workflows of oncology clinic, Epic/Beacon, and any other systems required for scheduling, screening and treating new patients.
Independently evaluate individual patient issues or patient flow situations and be able to implement the appropriate actions/steps in a timely fashion.
Utilize knowledge of clinical practice and requirements of third party payers to provide appropriate documentation to assure authorization/pre-certification for services.
Schedule new patient appointments.
Collaborates with other departments to schedule necessary testing for new candidates.
Refer patient to appropriate resources/clinical areas.
Print and send patient letters as necessary.
Document inbound/outbound phone messages to patients as appropriate.
Attends start up meetings for new clinical trials, and presents protocol summaries at other disease group meetings when new trials open.
Answer in-coming call from patients and provide information to patients, as appropriate.
Routinely check voice mail and return calls to patients within 24 hours.
Meets with candidates to educate/prescreen as appropriate.
Actively reaches out to disease groups regarding competitive slots.
Assists with development of SOP’s pertaining to clinical trial referral process, and implements changes and improvements as necessary.
Has working knowledge of and complies with Good Clinical Practices, ICH Guidelines and SKCCC Clinical Research Office policies.
Demonstrate and convey a favorable image of the organization and to conform to proper standards of professional dress, attitude and demeanor.


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