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 an Administrative Assistant for the Division of Cardiovascular and Thoracic Surgery located in Durham to perform administrative responsibilities of a complex and confidential nature in support of major divisional activities to maintain efficiency in organizational operations. This position will have the option to be a hybrid (virtual and in person) once the team member is fully onboarded.

• You think strategically, can juggle multiple provider schedules and prioritize tasks.
• You are a team collaborator with 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.

• Schedules
  • Process schedule change forms within 48 hours of receipt to ensure accuracy and completeness
  • Make sure changes are reflected in Maestro Care within 1-2 weeks and follow up if changes are not made
  • Monitor provider schedules for a rolling 30-day period to ensure the correctness of the schedule, identify cancellations or errors and/or prevent gaps in the schedules.
  • Verify the accuracy of providers’ templates/schedule.
  • Coordinate the rescheduling of patients once the provider makes permanent changes to their template.
  • Manage urgent clinic and appointment scheduling, including patient rescheduling in cases of provider emergency and/or absences.
  • Manage provider(s) Outlooks calendar including scheduling and coordinating meetings.
  • Coordinate travel for meetings including submission of registration, airfare, hotel reservations and process reimbursement and/or procurement card reconciliation.
• Telephone Coverage
  • Obtain complete information on incoming calls (name, MRN, telephone number, date call was received and reason for call).
  • Retrieve calls from the call queue and assist or direct callers to the appropriate person or group (Appointment center, clinic, nurse, and provider) in a timely fashion.
  • Retrieve voicemails the same day, record all information and date and time of the message and route accordingly.
  • Update patients on clinic changes via phone.

• 
  Referrals
  • Manage incoming referrals and new patient appointments to ensure all clinical and demographic information is received and entered into Duke’s EHR prior to the patient’s scheduled appointment.
  • Coordinate with referring offices and outsides facilities to obtain all medical records for new patients.
  • Send referrals to outside facilities for labs, studies, tests, etc. as requested by providers.
• Letters/Clinic notes
  • Print/Route letters and clinic notes that are routed to you within 24 hours of receipt
  • As instructed by provider(s) route, fax, mail orders, notes and other patient-related information to ensure everything is processed accurately.
  • Work with provider(s) to draft/dictate/organize patient letters or other communication going to referring provider’s office.
  • Process and track any billing and records related to provider referral process.
• Ad hock assignments: as necessary and related to the scope of your work

• Schedules
  • Manage provider(s) Outlooks calendar including scheduling and coordinating meetings.
  • Coordinate travel for meetings including submission of registration, airfare, hotel reservations and process reimbursement and/or procurement card reconciliation.
  • Schedule and coordinate arrangements for seminars and conferences.
  • Prepare reports, proposals and correspondence for surgeons.
  • Yearly update VC, bio sketch, DEA license, medical license and organizational membership.
• Telephone Coverage
  • Answer and route phone calls, serve as a resource person and route questions related to divisional activities to the appropriate place.
  • Coordinate with referring offices and outsides facilities to obtain all medical records for new patients.
  • Send referrals to outside facilities for labs, studies, tests, etc. as requested by providers.
• Ad hock assignments: as necessary and related to the scope of your work

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

KNOWLEDGE, SKILLS, ABILITIES

• Ability to communicate professionally, in both verbal and written communication
• Prior experience working in a medical office, especially a surgical practice
• Prior experience with Epic/MaestroCare EHR

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