Job Information
Johns Hopkins University Administrative Coordinator in Baltimore, Maryland
We are seeking a Administrative Coordinator who will provide administrative support, including scheduling and monitoring in-basket requests, obtaining prerequisites for scheduling, keeping up with the changing requirements and policies of insurers, obtaining prior authorizations, sending medical records/documentation.
Specific Duties & Responsibilities
Work with payers to learn requirements and obtain necessary authorizations for clinical procedures, services, medication and supplies.
Review schedules in advance to prevent and fill open slots.
Assist with non-formulary PA requests using covermymeds.
Educate patients authoritatively about their coverage and payment responsibilities.
Explain and have patients sign necessary documentation related to insurance coverage.
Obtain outside medical records as needed.
Act as point person for questions from interdisciplinary divisions such as the Call Center and Centralized Surgical Scheduling; able to direct to appropriate entity.
Resolve patient questions promptly. Involve other divisions as needed (e.g. Billing).
Work with Research IT to develop and maintain study web-page.
Conduct recruitment, screening and enrolling of eligible patients into laboratory protocols.
Verify patient eligibility for studies by comparing patient history and clinical laboratory results with protocol requirements.
Answer office phone, make travel arrangements, maintain filing system.
Coordinate travel arrangements for conferences and meetings, ensuring registration for medical conferences and continuing education including processing forms for necessary tuition remission.
Prepare edits and update detailed conference and travel itinerary.
Coordinate large meetings and/or seminars.
Manage the transcription process. Transcribe when necessary, compose and distribute correspondence, email and manages, organize and maintain confidential files.
Support fund raising activities with donors and VIPs. Work with the Wilmer Development office/Research Manager through assisting the preparation of materials, background information, follow up contacts, and correspondence.
Make appointments ensuring to link to research for proper billing for clinical research patients.
Oversee research patients in CRMS.
Assist with potential study survey completion.
Schedule site study visits, monitoring visits and other internal research meetings.
Schedule outside research meetings, symposiums including calendar, travel, reimbursements.
Order study related supplies in SAP.
Liaise between grants and contracts office and PI.
Enter study proposals into COEUS.
Scan proper study documents into patients’ chart, including signed informed consent, and CRMS billing inquiries.
Inform participants of upcoming scheduled clinic and research appointments.
Register and pay participants through established electronic system and include tax documents when necessary.
Maintain tracking systems for devices, parking vouchers, payment cards, and other study supplies.
Coordinate the distribution adherence tracking devices to clinical sites, participants and companies.
Liaise between multiple collaborators and study team members, including physicians, clinic administrators.
Minimum Qualifications
High School Diploma or graduation equivalent.
Three years related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $18.00 - $33.50 HRLY ($61,620 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:00 am - 4:30 pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Oph Anterior Segment
Personnel area: School of Medicine
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.