The Ophthalmology Department is seeking a Clinical Program Coordinator.

Specific Duties & Responsibilities:

This role will have many duties which include the following primary roles:

• Act as dry eye procedure clinical coordinator.
• With a high level of independence, act as administrative assistant to Dr. Esen Akpek.
• Provide administrative support to Dr. Akpek's clinical research program.
• Report to Cornea Division Clinic Manager and Ocular Surface Research Manager.
• Provide direct support to clinical staff on operational and administrative tasks.
• Handle events and scheduling for the Ocular Surface Center.
• Coordinate daily activities to ensure a smoothly functioning program
• Deliver high level of service to every patient.
• Maintain faculty member's academic and administrative calendars.
• Function in a team-oriented environment with ability to cross cover as needed in other functions within the office while still working independently.

Dry Eye Procedures of the Position

• Schedule and cancel clinical and dry eye patient appointments as needed.
• Answer phone and handle inbasket messages.
• Work with payers to learn requirements and obtain necessary authorizations for clinical procedures, services, medication and supplies
• Review schedules in advance to verify that procedures and services that require pre-authorization by payors have been obtained.
• 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.
• Collect payment/s from patients prior to services as needed for procedures.
• 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. Involves other divisions as needed (e.g. Billing).
• Work with Research IT to develop and maintain a dry eye and study web-page.
• Conduct recruitment, screening and enrolling of eligible patients into laboratory protocols.
• 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 or by phone with study participants.
• Recruit and screen potential study participants according to protocols' inclusion and exclusion criteria.
• 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 physicians 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 with Principal Investigator to review data accuracy and overall study progress.
• 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.
• Prepare for and participate in monitoring and audits of studies. Write responses to audit reports with input from the PI.
• Collect, process, store and ship patient samples according to study protocol.
• Responsible for sample shipment; aliquot, store and maintain freezer inventory.
• Assist in the preparation of IRBs and sponsor reports as needed.
• 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.

 Administrative Support to Dr Akpek

• Coordinate and manage the e-calendars with proxy for faculty member including travel arrangements and reimbursements.
• Manage Dr. Akpek's personal schedule as it pertains to clinical impact.
• 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, transcribes when necessary, composes and distributes correspondence, email and manages, organizes and maintains 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, and follow up contacts and correspondence.

Administrative Support to Dr.Akpek's Clinical Research

• 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.
• Participate in all research meetings with study PI and manager to develop increasing knowledge of assigned research and clinical trials.
• Assist Research PI and study manager with preparation of IRB documents and sponsor related reports.
• Liaise between multiple collaborators and study team members, including physicians, clinic administrative staff, and pharmacies locally and at participating clinical sites around the country. Includes setting of telecommunications, webex, and conference calls.
• Assist in coordinating study-related meetings.

Scope of Responsibility

• Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
• Is sensitive to the interrelationship of both people and functions within the department.
• Functions as a member of a team working to promote a problem-solving atmosphere and cohesive, effective, teamwork between all levels of personnel.

Service Excellence

• Treats patients, family members, physicians, and guests with courtesy and respect. Represents Johns Hopkins in a professional and positive manner.
• Complies with standards of behavior in compliance with JHU policy.
• Complies with JHU dress code to ensure a professional appearance.

Teamwork

• Consistently works in a positive and cooperative manner with fellow staff.
• Assists other employees in the performance of their assignments as directed by the Manager.
• Seeks out opportunities to help rather than waiting to be asked.
• Considers the impact of personal actions on other staff throughout the organization.
• Demonstrates flexibility to perform duties wherever volume deems it necessary within the system.

Problem Solving 

• Demonstrates sound judgment by taking appropriate actions regarding questionable findings or concerns.
• Investigates and follows through on orders or requests for service or information.
• Consistently evaluates self work and determines if further steps are needed to meet job expectations.
• Takes initiative to do or redo inadequate or incomplete work of self or others.

Decision Making/Authority

• On a regular and continuous basis, exercises independent judgement and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area
• Ability to prioritize multiple events, meetings, and appointments on both academic and clinical calendar based on urgency, cost, profit, timeframe, and other importance
• Highly effective verbal and written communication skills are required as is attention to detail and the ability to complete multiple tasks on a timely basis.
• Home internet and willingness to check and answer emails on evenings and weekend is essential.
• Independently applies functional or technical knowledge and has the capability and knowledge base to share technical skills with others
• Presents oneself in a manner consistent with standards for professional and ethical conduct to maintain image and credibility.
• Concentrates efforts on the most important priorities while effectively balancing the immediate with longer-term tasks.

Productivity/Efficiency

• Consistently demonstrates ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary.
• Minimizes non-productive time and fill slow periods with activities that will help prepare to meet the future needs of the Practice (education, organizing, assisting others).
• Organizes job functions and work area to be able to effectively complete varied assignments within established time frames.
• Consistently demonstrates ability to take the initiative to make decisions/choices without direct supervision.

Comunnication 

• Highly effective verbal and written communication skills are required as is attention to detail and the ability to complete multiple tasks on a timely basis.

Adherence to Office Policies

• Demonstrates knowledge and understanding of all policies and procedures and ability to reference them from appropriate books and manuals.
• Ensures that the practice is operated in an efficient and cost-effective manner by adhering to office attendance policies as documented on the Employee Manual.
• A high degree of professionalism in written and verbal communication and excellent customer service are required.
• Ability to take initiative, exercise judgement, multi-task, solve problems, and work both collaboratively and independently are essential.
• Will involve a variety of duties requiring initiative, high attention to detail including proofreading, maintenance of financial transactions and reconciliation of expenses.

Minimum Qualifications (Mandatory):

• High School Diploma required.
• AA Degree or higher preferred.
• Minimum 3 years related experience required.
• 2 years medical office experience preferred.
• Person(s) with knowledge of dry eye and related procedures/insurance highly considered.
• Additional education may susbtituted for required experience to the extent permitted by the JHU equivalency formula. 

*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.

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 system.
• Knowledge of medical insurance requirement.
• Must be able to interact with staff, patients and physicians.
• Critical thinking.

Physical Requirements:

• Ability to sit/stand/walk for an extended period of time.
• Finger dexterity required to manipulate objects with fingers rather than whole hands.
• Ability to see within normal parameters.
• Possible exposure to communicable diseases.
• Ability to hear within normal range.

Classified Title: Clinical Program Coordinator
Role/Level/Range: ATO 40/E/03/OE  

Starting Hourly Pay Rate Range: $17.60-$24.80Commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. - 5:00 p.m. 
Exempt Status: Non-Exempt 
Location: School of Medicine Campus  
Department name: SOM Oph Anterior Segment  
Personnel area: School of Medicine 

The successful candidate(s) for this position will be subject to a pre-employment background check.

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

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 https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

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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