CO Clinic Coordinator

CO Clinic Coordinator
The Department of Ophthalmology is seeking a Clinic Coordinator. The Comprehensive Division currently supports 4 Ophthalmologists and 4 Optometrists at the East Baltimore location and 4 Ophthalmologists and 3 Optometrists at the Wilmer Columbia location. There is a profound need of administrative assistance to provide support to Dr Karakus as she effectively evaluates and treat patients with dry eye syndrome and other corneal conditions within the Comprehensive Division.

This position has three aspects:
  • Clinical Coordinator of Dry Eye Clinic (60%)
  • Administrative Assistant to Dr. Karakus (20%)
  • Technical and Administrative Support to Dr. Karakus's Clinical Research (20%)

Specific Duties & Responsibilities:
  • Provide 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 Comprehensive Dry Eye Clinic.
  • Coordinates daily activities in complex medical practice to ensure a smoothly functioning office and good patient relations.
  • 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 Comprehensive Division Dry Eye Clinic, while being committed to responsiveness, customer service, excellence and teamwork.

Clinical Aspect of the Position
  • 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 in-basket messages, EPIC documentation.
  • Work 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.
  • Obtains prior authorization (PA) for the in-office procedures and generates medical necessity letters based on template provided and information pulled from patient chart. May be asked to assist with non-formulary PA requests using covermymeds.
  • 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.
  • 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 a 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 dry eye 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.
  • Technical support with clinical assessments at a certified ophthalmic technician level by screening clinic patients, obtaining relevant measurement/scans including but not limited to Lipiscan, confocal imaging, anterior segment OCT, and slit lamp photography.
  • Review of surgical charts to ensure required testing/imaging were obtained and specialty devices or tissues were ordered.

Administrative Assistance Aspect of the Position
  • Coordinates and manages the e-calendars with proxy for faculty member.
  • Maintains Dr. Karakus'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.
  • 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).
  • 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.
  • Able to schedule teleconferences, meetings, Zoom, Team, WebEx etc. with accurate, detailed information including contact information, address, topic 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.

Clinical Research Coordinator Aspect of the Position
  • Maintain regulatory binders/spreadsheets for assigned protocols.
  • Prepare and submit annual renewal requests, amendments, and adverse event reports with clinical input according to IRB and Sponsor requirements.
  • Adhere to all protocol requirements to ensure the validity of the clinical research data.
  • Verify patient eligibility for studies by comparing patient history and clinical laboratory results with protocol requirements.
  • Conduct semi-structured interviews in person, over the phone with participants at the local site.
  • Recruit and screen potential study participants according to research protocols' inclusion and exclusion criteria; be knowledgeable of the protocols to ensure proper completion of study activities.
  • Ensure proper written informed consent from each study participant is obtained; ensure that the original signed and dated consent from for each study participant is filed in participants' research record.
  • Collect, enter and compile clinical data from a variety of sources.
  • Ensure accuracy and timeliness of data so that information may be used by the physician in treatment planning for individual patients, and by the Principal Investigator in grant writings, presentations and publication.
  • Monitor visit and survey completion, inform participants of upcoming scheduled clinic and research appointments.
  • Report adverse events.
  • Register and pay participants through established electronic system.
  • Meet regularly with Principal Investigator to review data accuracy and overall study progress.
  • Participate in all mandatory meetings to develop increasing knowledge of assigned research and clinical trials.
  • Develop and maintain a protocol database or spreadsheet for tracking patient activity, data collection, and financial management.
  • Participate in data analysis as needed.
  • Meet with department financial management staff to identify procedures, laboratory tests and protocol events that require invoicing to the Sponsor as defined in the financial contract.
  • Participate in the development of invoicing schedules.
  • Prepare for and participate in monitoring and audits of studies.
  • Write responses to audit reports with input from the Principal Investigator.
  • Collect, process, store and ship patient samples according to study protocol. Responsible for sample shipment; aliquot, store and maintain freezer inventory.
  • Liaise between multiple collaborators and study team members, including physicians, clinic administrative staff, and pharmacies locally and at participating clinical sites around the country.
  • Responsible for the coordination of services and the communication of pertinent information to study participants.
  • Participate in routine staff meetings to report on recruitment progress and study-related issues.
  • Assist in coordinating study-related meetings, including developing an agenda and reports and taking minutes.
  • Track completion of action items.
  • Assist in the preparation of IRBs and sponsor reports as needed.
  • Assist in the hiring process of JHU students for research studies.
  • Adhere to guidelines regarding the sensitivity and confidential nature of patient information and data quality guidelines.
  • Abstract data from archival audio, paper, and/or electronic records, such as pharmacy refill records and medical record abstraction.
  • Input, organize, edit, and verify accuracy of data in databases.
  • Responsible for data tracking and quality control.
  • 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.
  • Monitor personnel certification.
  • Support the Principal Investigator in consortium tasks as needed.
  • Exercise good judgment, tact, and sensitivity always while working in a busy hospital clinic environment.
  • Work independently and under the direction of the research program manager to ensure successful completion of the clinical research study.
  • Make appointments, and ensuring to link to research for proper billing for clinical research patients.
  • Management of research patients in CRMS.
  • Assist with potential study survey completion.
  • Scheduling on-site study visits, monitoring visits and other internal research meetings.
  • Ordering of study related supplies in SAP.
  • Liaison between grants and contracts office and PI.
  • Entering study proposals into COEUS as necessary.
  • Scanning proper study documents into patients' clinical 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.
  • Participate in all research meetings with study PI to develop increasing knowledge of assigned research and clinical trials.
  • Assists Research PI with preparation of IRB documents and sponsor related reports as necessary.
  • Other duties as assigned.

Minimum Qualifications (Mandatory):
  • High School Diploma required.
  • Minimum of 3 years related experience.
  • Requires an understanding of changing reimbursement policies and third party reimbursement.
  • Additional education may be substituted for years of related experience.*

* 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.

Preferred Qualifications:
  • AA Degree or higher preferred.
  • 2 years medical office experience preferred.
  • Person(s) with knowledge of dry eye and related procedures/insurance highly considered.

Special Knowledge, Skills & Abilities:
  • Excellent organizational, verbal and written communication skills.
  • Typing/Dictation skills.
  • Professional maturity, appearance, and demeanor required.
  • Ability to work independently and handle multiple tasks simultaneously.
  • Ability to manage one's time efficiently and effectively.
  • Ability to establish priorities.
  • Be a team player.
  • Advanced computer skills including PowerPoint, Excel, Word, etc.
  • Knowledge of medical terminology/use of EPIC/SAP systems.
  • Knowledge of medical insurance requirement.
  • Must be able to interact with staff, patients, and physicians.
  • Critical thinking.

Classified Title: Clinic Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range: $17.59 - $24.80/hr (commensurate with experience)
Employee group: Full Time
Schedule: Mon - Fri 8:00 - 5:00 with flexibility
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: ​​​​​​​SOM Oph Comprehensive Eye Svc
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 Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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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