Administrative Assistant
Johns Hopkins University

Baltimore, Maryland

Posted in Education and Training

This job has expired.

Job Info

Requisition #:2836
Location:Johns Hopkins Intrastaff, Washington, DC 20001
Category:Clerical and Administrative Support

Johns Hopkins Intrastaff is the internal staffing agency for the Johns Hopkins Health System and partner hospitals, providing temporary support to a variety of the Johns Hopkins locations. Our employees are the strength of our service. Intrastaff is unique because it's one of the very few agencies where a person has the benefit of being a temporary employee and also feels like a member of a large organization. Working at Hopkins means joining a culturally diverse team that includes some of the best nurses, physicians and allied health professionals in the world. Directly or indirectly, you'll have exposure to cutting-edge technology and groundbreaking medical research.

Insures the efficient and safe day-to-day operation of the Front Desk area and performs Secretarial duties as required for the Cancer Center. Performs a variety of skilled and complex clerical functions using a computer and the Hospital Information System. Greets physicians, patient/family members and directs them to the appropriate area. Receives telephone calls, refers caller to the appropriate department or staff member. Obtains outside medical information appropriate for the patient's procedure/visit. Schedules patients for various procedures. Processes patient information and registers in the hospital system. Ability to interpret physician/patient inquiries and take action to satisfy request. Deals with confidential information in accordance with hospital policy and HIPAA guidelines.

Hours; Monday-Friday 9a-5:30 (hours may vary some days 8a- 4:30p and up to 6:30p)


Register all patients into hospital information system. Obtains insurance, medical and demographic information from patient using various forms to collect and process data. Retrieves proper paperwork from admissions to process patient into system.Answers multi-line telephone, responding to general questions. Connects caller to person called, abstracting information about purpose of call for party called. Refers written or verbal messages to appropriate individual.

Maintain department scheduling by using department information system. Able to schedule patients according to the exam he or she requires. Ability to schedule patients according to physician's agenda. Knowledge of time frame for each exam. Ability to schedule patients for multiple exams that coincide with each other. Ability to schedule patient exams in other sub-departments that are linked to the treatment planning process.

Uses physician “intake” form to collect medical/test reports relative to each patient's case. Retrieves information from hospital information system or requests from outside physician's office via telephone/fax/mail. Obtains insurance information and verifies authorization for the patient to receive treatment under his or her plan. Prepares patient chart with proper coding tabs and identification labels. Assembles patient chart with dividers and sorts documents in proper order. Upon completion of treatment, disassembles chart from the treatment binders and returns to long-term file folder. Files completed chart in appropriate chart storage file.

Retrieve dictation from information system. Sorts dictation and collects physician signature. Verifies correct number of copies required and mails to outside physician offices. Files dictation in patient's chart. Requests diagnostic films from the hospital information system. Logs internal and external films into the hospital information system.

Greet physicians, patients, and family members as they enter the department. Directs them to appropriate area of the department. Gives patient proper forms to prepare for consultation and explains how to complete. Instructs patient on proper clothing to remove in preparation for his/her test/exam.

Contribute to the agenda of the monthly staff meetings.

Request supplies and ensures proper levels of inventory for the area.

Scan documents in order to enter information into the Information System.

Determine consistency and completeness of the obtained data in forms and records; initiates or takes action to resolve problems; and adjusts data before processing.

Give and receive detailed information regarding interrelated departmental activities, policies and/or procedures to employees and the public via telephone or personal contact.

Deal discretely with sensitive, confidential patient information in accordance with hospital policy and HIPAA regulations.

Refer patient and physicians callers to appropriate staff members.

Timely follow up in matters that need resolution, either with co-workers, manager, or physicians.

Coordinate the daily schedule and workload for the area. Ensures that patients are taken as scheduled. Informs patients, family of impending delays and alternatives for waiting if necessary.

Facilitate access to our services to patients and physicians. Ensures a welcoming and professional environment.


High school level of education, PC experience required.

Previous experience working in a health care setting to include medical terminology and familiarity with Imaging Services and Radiation Oncology Departments preferred, or any combination of education and experience to provide the required knowledge, skill, and abilities.

Computer program entry/retrieval skills. Must be able to understand computer commands and ability to utilize personal computer with available software. Proficiency utilizing keyboard and mouse. Able to utilize Microsoft Outlook for scheduling of meetings.

General knowledge of human anatomy and physiology, medical terminology, and alpha-numeric filing systems.

Able to communicate in an effective manner in oral and written form. Good command of the English language is necessary.

Ability to utilize departmental telephone/PA system to communicate with employees, physicians, and hospital staff. Must be able to effectively communicate both orally and in writing to patients, hospital staff, and physicians.

Able to adjust personal schedule to meet the needs of the center.

Attends departmental and clerical staff meetings and participates in oral discussions.

Performs other related duties as required

Johns Hopkins Health System and its affiliates are an Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.
To apply, visit

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