Duke University

Durham, NC - Aug 02, 2022


School of Medicine:   Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools.

Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

  Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health.

Duke Health is a world-class health care network.

Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

 Occupational Summary Perform general office duties of a complex and confidential nature assisting provider’s office with administrative responsibilities and maintaining efficiency in organizational operations.

With minimum direction and considerable latitude for independent judgment, serves as principal assistant to a Neurosurgeon and his Advanced Practice Practitioner located at the Duke South Clinic.

     Work Performed   Telephone Responsibilities – 10% Obtain complete information on incoming calls from patients and physicians Route call or message to appropriate area appointment center, clinic, provider) in a timely fashion.

Retrieve voice mails the same day, record all information and date and time of the message and route accordingly Enter phone messages as an Inbasket Message in MaestroCare for Triage/MD/APP Schedules – 20% Submit Schedule change Request (SCR) form to close clinics Process SCR forms within 48 hours of receipt to ensure accuracy and completeness Make sure changes are reflected in MaestroCare within 1-2 weeks and follow up if changes are not made.

Enter scheduling inquiries and follow up if scheduling issues are not addressed within 3 days.

Monitor provider schedules for a rolling 30 – day period to ensure correctness of schedule, looking for cancellations or erroneous frozen slots, and/or to prevent gaps in schedules.

Verify the accuracy of providers templates/schedule Verify provider requested schedule blocks have been processed Reschedule patients scheduled within 45 days when provider template issues arise Coordinate the rescheduling of patients once the provider makes permanent changes to their template.

Make template/schedule changes pending managerial approval.

Manage urgent clinic and appointment scheduling Manage patient rescheduling in cases of provider emergency/absences Letters/Clinic notes/Other – 10% Assist with completion of FMLA and/or disability paperwork for providers if needed, collect, submit and record on spreadsheet for tracking.

Print/route letters and clinic notes that are routed to you with 24 hours of receipt If required by the physicians, ensure all orders are in that were referenced in previous visit note for appointment; if not, notify provider/APP Work with the provider to draft/dictate patient letters to go out to the referring provider office.

Record on spreadsheet for tracking.

  Referrals – 10% Send referrals to outside facilities signed by Doctors for labs, studies, tests, ect.

Print and send all records if necessary FedEx a CD of scans performed at Duke Record on spreadsheet for tracking all referrals Medical Records/ PACS/CDs/Other – 20% Order outside records Request imaging – either CDs or through Powershare, once received, upload to Powershare and create order to be pulled into PACS Receive and print outside medical records from new Patient Coordinators in advance of clinic appointment If needed, communicate with the patient to get him/her to sign the medical release If needed, communicate with the referring physician’s office to get them to fax the records Route all clinic notes to patient’s care team each week for attending physician Receive medical records from home physicians and deliver to HIM or scan to HIM and S drive.

Request records on returning patients that have been seen elsewhere since last visit (i.e.

hospital, ED, Urgent care, local Oncologist, Radiation Oncologist, etc…) Additional Miscellaneous Support – 30% Must think strategically, juggle provider schedules, prioritize work and ensure that provider templates are accurate and fully utilized.

This position acts as a source of reference for other staff assistants within the Neurosurgery Department.

Works closely, collaboratively, and in partnership with the Scheduling Hub and Front Desk.

Monitor provider emails and respond when necessary and appropriately as directed by the provider.

Provides scheduling support for creation of clinical schedule for their faculty member using Qgenda.

Manage provider calendar Schedule and coordinate meeting/teleconferences.

Identify conflicts and resolves them.

Send invites, reminders and agenda Order food for meetings as required Put out – of – town meetings on calendar Put clinic/consults/call/inpatient weeks on calendar as requested by provider Coordinate travel for meetings including submission of registration, airfare, hotel reservations, rental car) if needed) and process reimbursement for out – of – pocket expenses.

Responsible for coordination and monitoring of all Duke@Work procurement card reconciliation.

Maintain, review and reconcile for assigned faculty Maintain and keep receipts for all transactions Order office supplies through Buy@Duke Order stationary as needed Business cards, letterhead, and envelopes Maintain CV and/or Biosketch, maintain Scholars@Duke, and other Duke listings as needed Maintain provider CME credits Department mail pick up and distribution every ten weeks Organize and maintain faculty electronic and paper files Correspondence, credentialing, licensing and certification, reference materials, publications, professional memberships, and renewal of licenses/DEA/privileges Compose and edit non-patient related correspondence letters, PowerPoint presentations, reports and records ensuring grammatical accuracy   Minimum Qualifications     Education Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

  Experience   Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

OR and equivalent combination of education and relevant experience.

  Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

  Duke aspires to create a community built on collaboration, innovation, creativity, and belonging.

Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes.

To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard.

All members of our community have a responsibility to uphold these values.

  Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities.

Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.



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