Administrative Assistant

The Private Diagnostic Clinic (PDC) of Duke Health is the world-class, multi-specialty physician practice comprised of 140 clinics located throughout North Carolina. The PDC recruits the top physicians and employees and retains them by offering competitive salaries and benefits and a supportive work environment where passion and purpose connect.

To learn more about our culture, visit: https://www.youtube.com/watch?v=D4Mq59-No-k

We are seeking a Administrative Assistant to provide clinical operations support of a complex and confidential nature to Radiology reading rooms located throughout the DUH campus. Utilize excellent customer service skills to function as the weekend reading room coordinator for the Radiology Residents, Fellows and Faculty of assigned Radiology reading rooms. As the weekend reading room coordinator, this position is expected to support any Radiology reading room, as the coverage need arises for both planned and unscheduled events. Provide timely and accurate support for the reading room, multi-directional communication (phone, email, jabber, in-person), and actively facilitate key workflows such as imaging exam resulting, outside interpretation requests, and information exchange between Radiologists, technologists and all other health care providers. Act as a positive, collaborative, and flexible team member willing to adjust to a dynamic and fast-paced environment.

• You have excellent communication, computer and multi-tasking skills.
• You seek to deliver outstanding customer service with each and every interaction.
• You are detail oriented, conscientious and take pride in ensuring accuracy in your work.

• Politely greet and communicate with reading room customers via phone, email, page, inbox, instant messaging, and in-person. Manage a high volume of inquiries in a timely fashion, and appropriately screen and triage requests to support efficient reading room operations.
• Serve as liaison for all reading room inquiries and accurately obtain and deliver messages to Radiologists, referring providers, technologists and support staff. Demonstrate excellent customer service skills at all times, and adhere to clinical communication expectations for Stroke, Level 1 & 2 Trauma, Stat, ED and other critical test results. Monitor and facilitate radiologists’ requests for support from any available coordinator on the group Jabber “RR Coordinators Support”.
• Utilize Duke’s Electronic Health Record (MaestroCare) and several additional Radiology-specific systems (Visage, Powerscribe, Powershare, etc.) to support efficient workflows related to imaging protocols, interpretation, and results. Troubleshoot and analyze information from multiple systems and multiple locations, and act as a resource to all customers with respect to imaging orders and results. Daily monitor the Protocol and Reading worklists in assigned reading room for backlog or turnaround time issues.
• Following established quality review protocols, complete the pre-screening of outside interpretation orders. This includes carefully reconciling orders to the date and type of outside images on file, accurately confirming exam accession numbers, requesting outside images when missing, outreach and follow-up with ordering providers/Radiologists, and utilizing MaestroCare tools to fully document all stages of pre-screening. Work collaboratively with the Radiology Image Library team. Advise and supervise the outside interpretation work of other reading room coordinators, and identify and communicate trends to management.
• Respectfully collaborate and proactively assist other reading room team members with daily work activities to support efficient patient care and a balanced workload. Provide on-site support to assigned reading rooms, as well as support for other Radiology divisions, providers, and staff as needed. Work collaboratively with management to meet necessary departmental coverage requirements. Identify and embrace opportunities for reading room workflow improvement and optimization.
• Employ strong medical terminology, medical information system, and critical thinking skills to answer reading room inquiries and minimize Radiologist interruptions. Skillfully address questions related to all imaging modalities including CT, MR, Ultrasound, and X-ray, as well as non-vascular interventional procedures.
• Assist with Lung Cancer Screening CT eligibility reviews, following established guidelines. Compile and summarize Lung Cancer Program data, and assist in preparing regular or special reports to the Duke Lung Cancer Program Committee. Prepare additional reports requiring complex analysis and evaluation of data in work related to the outside interpretation pre-screening program, reading and protocol worklist reviews, and other departmental reports and projects.
• When assigned to Abdominal Imaging reading room, assist with obtaining prior medical records related to prostate MRI, including prostate specific antigen (PSA) results, prostate biopsy results and clinic or biopsy results. This information may be present in CareEverywhere or may require additional coordination with outside facilities to receive the information electronically by email or electronic fax.
• When assigned to Neuroradiology Imaging reading room, manage the list of Brain Tumor Clinic patient appointments that require a wet read for brain MRI and insure the wet read is completed timely. Coordinate communication with the fellows regarding general anesthesia notes required for patients’ surgery approval.
• Assist with the training and on-boarding of reading room coordinator staff, as well as reading room orientation for new Radiologists and Medical Students. Conduct all training activities in a positive and professional manner.
• Take responsibility for reading room physical space. Manage minor environmental services/maintenance, and appropriately utilize Duke’s Service Now ticketing system for hardware/software issues.
• Maintain office supplies for the room, as well for reading workstations and other areas as needed. Follow departmental guidelines with regard to office supply purchases.
  The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

• High school education or equivalent.
• Two years of administrative support experience of increasing variety and/or complexity

• Must have excellent verbal and written communication skills.
• Must have extensive knowledge and use of medical terminology, specifically anatomy, as well as strong clinical information skills.
• Knowledge of radiology modalities and procedure types highly preferred.
• Must be able to function independently in a fast-paced environment, while employing excellent customer service and critical thinking skills.
• Must be an enthusiastic team player, with a desire to collaborate and liaise with reading room coordinators, department leadership, and all other Radiology partners.
• Works to identify needs and sets goals for continued professional growth and development.

ADDITIONAL INFORMATION

The Private Diagnostic Clinic 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.

The PDC 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