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Posted: 02-Oct-24
Location: Durham, North Carolina
Salary: Open
Categories:
Internal Number: DUHDUHUS250405EXTERNALENUS
Duke Health Integrated Practice is an exceptional, multi-specialty physician practice encompassing 140 clinics across North Carolina. We attract and retain premier medical professionals with competitive compensation, benefits, and a nurturing work atmosphere that unites passion and purpose.
Learn more about us: https://dhip.dukehealth.org/about-us
JOB LOCATION
Duke South Clinics - 40 Duke Medicine Circle
JOB SUMMARY
We are seeking an Administrative Assistant within our Spine Division located in Durham, NC to perform administrative responsibilities of a complex and confidential nature in support of clinical activities to maintain efficiency in organizational operations.
JOB DUTIES AND RESPONSIBILITIES
- Organize and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes.
- Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations.
- Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings and speaking engagements
- Submit Employee Travel & Reimbursement expenditures on behalf of providers, insuring appropriate cost objects and GLs are used and expenditures have necessary documentation, are allowable, and are cleared by established deadlines
- Performs various appointment and access related duties to include but not limited to, scheduling, cancelling, rescheduling, general appointment information, and directions. Utilizes multiple technology applications and systems
- Ensure outside records are in Maestro Care for new patients, second opinions, and self-referrals prior to the appointment.
- Responsible for uploading external patient images through Powershare and scanning medical records into Epic.
- Coordination of the visiting scholar process for the faculty supported
- Attend monthly division staff meetings, or other meetings as requested by faculty, and record minutes
- Enter scheduling inquiries and follow up if scheduling issues are not addressed, review schedules to identify cancellations and potential scheduling errors, communicate as appropriate with the scheduling center
- Maintain professional memberships, and renewal of license/DEA/privileges for faculty & Staff
- Enter faculty/sta? assignments in Qgenda, including edits, changes, switches, and other correspondence
- Prepare & send referrals, including patient records to outside facilities, Request outside facility imaging - through Powershare
- Maintain providers CV and Biosketch
- Assist with duties related to on-boarding new department employees
- Professionally and effectively communicate verbally and in writing with patients, referring providers, colleagues and Duke Providers. Compose letters and statements independently requiring application of department policies and procedures
- Apply knowledge and skills to resolve complex and routine administrative problems in conjunction with the division chief and clinic administrator
- Plan and schedule work ensuring proper communication to effectively meet the needs of day to day operation
- Attend monthly division staff meetings and record minutes
- Facilitate onboarding of new faculty and staff
- Responsible for ordering office supplies and tracking related expenses
- Coordination of departmental personnel activities including travel itineraries for faculty, parking passes, and related reimbursements
- Perform other related duties as assigned by division chief and administrator.
JOB ELIGIBILITY REQUIREMENTS
- High school education or equivalent.
- Two years of administrative support experience of increasing variety and/or complexity.
- Strongly Preferred - Epic experience and/or medical terminology experience in a physician/patient environment.
JOB HOURS
The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.
Some roles within our organization may encompass essential job functions requiring distinct physical and/or mental capabilities. Further details and accommodation requests will be addressed by individual hiring departments.
Duke Health Integrated Practice is dedicated to Equal Opportunity Employment, fostering a diverse workforce without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
We aspire to build a community grounded in collaboration, innovation, creativity, and belonging. Our shared achievements rely on a dynamic exchange of ideas, flourishing best when a multitude of perspectives, backgrounds, and experiences thrive. Upholding these values is a collective responsibility within our community.
This job description aims to outline representative responsibilities for this title, not an exhaustive account of specific duties. Employees may be assigned job-related tasks beyond those explicitly outlined here.