Clinical Scheduling Coordinator (Baltimore, MD, United States, 21287)

The Johns Hopkins University
 Baltimore, MD

Working with faculty and clinical scheduling coordinator, will be responsible for all aspects of surgical and procedural coordinating. Schedules patients into earliest most convenient time slot while considering factors such as procedure and OR time and availability of operating room personnel and equipment. Primarily schedules surgeries and procedures for the East Baltimore and Bayview locations.

Specific duties and responsibilities:

  • Provides primary surgical and procedural scheduling coordination.
  • Works with the staff to develop, implement and manage systems to ensure all required components are completed for surgical patients, i.e., consents, history and physical, orders, etc.
  • Updates insurance information for each surgery and procedure scheduled.
  • Coordinate scheduling of resident/fellow surgeries with appropriate faculty.
  • Compliance of divisional scheduling templates and instructional training for new staff.
  • Creates HAR (Hospital Account Record) for every procedure scheduled in an ASC and hospital setting.
  • Reviews with patients all surgery instructions and necessary forms for completion.
  • Reviews with patients all insurance requirements before surgery and will work with the patient and billing office to ensure all proper financial arrangements have been made before surgery.
  • For international patients, will work with the International Office to ensure financial clearance and scheduling.
  • Discuss general and pre-operative information with patients, family members, insurance companies and JHMI staff, mail surgical correspondence to patients.
  • Educates patients on what to expect before, during, and after their surgery. Ensure that all patient questions have been answered by the appropriate staff.
  • Coordinates details for surgery and procedures, including scheduling COVID tests, pre-ops and immediate post-op appointments and arrival time for surgery and follows up on post-op appointments to ensure continuity of postoperative care.
  • Schedules surgery and procedures in EPIC.
  • Coordinates surgery scheduling with other departments and/or medical office/administrative staff as necessary (combo cases).
  • Use of ICD and CPT coding for surgical and procedural authorization.
  • Works with financial clearance and production unit staff to assist patients in financial need.
  • Checks over schedules 2 weeks in advance for errors.
  • Relay employee concerns to Surgical Scheduling Supervisor.
  • Attend Surgical Scheduling meetings.
  • Identifies open surgery time for other providers.
  • Assists in locating missing paperwork for surgeries.
  • Assists in creating surgical scheduling protocol.
  • Coverage for Surgical Scheduling Supervisor, as needed.
  • Performs general office duties include assisting with telephone calls, clinic appointment scheduling, scanning documents, and filing patient correspondence.
  • Performs other duties as required and assigned.

Special Knowledge, Skills, & Abilities

  • Excellent verbal and written communication skills.
  • Knowledge of medical terminology.
  • Excellent organizational skills with attention to detail.
  • Strong interpersonal skills and ability to work as part of a team.
  • Ability to work in a dynamic fast-paced environment and respond quickly to changing priorities.
  • Proven ability to multi-task, prioritize projects and adhere to deadlines.

Minimum Qualifications

High school diploma/GED required. Three years progressively responsible medical office experience. Medical terminology required. Must have knowledge of information systems such as EPIC, ORMIS, ORCIS and SMS.

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. Additional education and/or experience may be substituted for up to one year of experience.

Preferred Qualifications

  • Experience in the Johns Hopkins system strongly preferred.
  • Two years of the related work experience that includes OR scheduling and/or patient management.
  • PC related software, printers, copiers and scanners.
  • Ability to stand, walk or sit for an extended period of time

Classified Title: Clinical Scheduling Coordinator

Job Posting Title (Working Title): Clinical Scheduling Coordinator

Role/Level/Range: ATO 40/E/02/OE

Starting Hourly Pay Rate Range: Min $18.00 - Max $33.50 HRLY ($25.75/hour targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Monday – Friday 8:30 A.M – 5:00 P.M.

Exempt Status: Non-Exempt

Location: School of Medicine - East Baltimore Campus

Department name: 10003211-SOM Uro Outpatient Urology

Personnel area: School of Medicine

Total Rewards

The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here:

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

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Accommodation Information

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 For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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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