Duke University

Private research university in Durham, NC

Provider Support Assistant - GI Admin

Clinical Support & Patient AdministrationConfirmed live in the last 24 hours

Full-timeDurham, NC, USANo salary listedIn-person

About the Job

Requirements

A high school diploma or equivalent education is required.
One year of clerical or general office support experience is required.

Responsibilities

Obtain complete information on incoming calls, including the caller’s name, medical record number, telephone number, date received, and reason for the call.
Assist outside medical providers, laboratories, pharmacies, and patients or direct callers to the appropriate person or group in a timely manner, including providing the caller’s name and telephone number when paging a provider.
Retrieve voicemails the same day, record all message information and the date and time, return patient calls within 48 hours, and route messages appropriately.
Print and route letters and clinic notes within 24 hours of receipt.
Enter recalls based on pathology letters and update health maintenance records.
Schedule or reschedule clinic or procedure appointments when necessary.
Process schedule change forms within 48 hours to ensure accuracy and completeness.
Ensure schedule changes are reflected in Maestro Care within one to two weeks and follow up when changes are not made.
Ensure all patients are bumped in a timely manner.
Enter scheduling inquiries and follow up when scheduling issues are not addressed within three days.
Work closely with clinical medical assistants and nurses to ensure patient questions are answered quickly.
Review schedules one week in advance to identify cancellations and potential scheduling errors, and communicate with the scheduling center as appropriate.
Review schedules and templates for errors.
Conduct provider schedule audits monthly and every six months to ensure schedule accuracy.
Pre-call each clinic patient five to seven days in advance to review the appointment date, time, and location, and document appropriately in Maestro Care.
Identify and confirm all alternative preparation and YPA patients on the monthly schedule and document appropriately in Maestro Care.
Schedule transplant consults within 72 hours of receiving the referral and send appointment letters to the patient and referring provider.
Send referrals to outside facilities for laboratories, studies, tests, and other services as requested by providers.
Ensure new and transplant consult patients have outside records in Maestro Care before their appointments.
Upload outside medical records to Epic through Solarity software.
Request outside images through Powershare or compact disc, upload images into Powershare, and enter orders into Epic to complete the upload request.
Request outside pathology slides from outside medical facilities, request a clinician interpretation order, and deliver slides to the Pathology Department.
Respond to Inbasket and email messages within 48 hours and complete non-urgent requests within five to seven days or the specified timeframe; complete urgent requests as soon as possible or within the specified timeframe.
Monitor and distribute faxes to resource nurses, staff assistants, or the appropriate recipient within 24 to 48 hours.
Fax laboratory orders to external facilities at patients’ request.
Complete reminder calls for patients with overdue laboratory tests.
When laboratory results are received, create a PDF and upload it to the shared Duke Box folder within 24 to 48 hours.
Upload laboratory-result documents into Epic through Solarity.
Work day shifts Monday through Friday without weekends or holidays.

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

Duke Health Integrated Practice

Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of the Duke Health mission across the state of North Carolina.

JOB LOCATION

DHIP Administrative Offices RTP - 4825 Creekstone Dr

JOB SUMMARY

We are seeking a Provider Support Assistant to perform administrative responsibilities in support of one or more physician(s) and/or advanced provider(s).

JOB DUTIES AND RESPONSIBILITIES

Telephone Responsibilities:

Obtain complete information on incoming calls (name, MRN, telephone number, date call was received and reason for call)
Assist the callers (Outside medical providers, laboratories, pharmacies, and patients) or direct callers to the appropriate person or group (Appointment center, clinic, nurse, transplant, and provider) in a timely fashion. When paging a provider, list your name and telephone number on the page
Retrieve voicemails the same day, record all information and date and time of the message, return the patient’s call within 48 hours and or route appropriately

Letters / Clinic Notes:

Print/Route letters and clinic notes that are routed to you within 24 hours of receipt
Enter Recalls based on path letters and update Health Maintenance

Schedules

Schedule or reschedule clinic or procedure appointments when necessary
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
Make sure all patients are bumped in a timely fashion
Enter scheduling inquires and follow up if scheduling issues are not addressed within 3 days
Work closely with CMAs and Nurses to make sure patient questions are answered quickly
Review schedules one week in advance to identify cancellations and potential scheduling errors, communicate to scheduling center as appropriate
Review schedules and templates for errors
Conduct provider schedule audits to ensure each schedule is accurate every month and every 6 months
Pre-call each clinic patient 5-7 days and in advance to review appointment date, time and location and document appropriately in Maestro Care
Identify and confirm all alternative prep and YPA patients per monthly schedule and document appropriately within Maestro Care
Schedule Transplant Consults within 72 hours of receiving the referral
- Send an appointment letter to the patient and the referring provider

Referrals:

Send referrals to outside facilities for labs, studies, tests, etc. as requested by providers

Outside Records, Powershare, Solarity and Pathology Slides:

Make sure that New and Transplant Consult patients have outside records in Maestro Care prior to the appointment
Upload outside medical records to Epic through the Solarity software
Request outside images through Powershare or compact disk
- Upload images into Powershare and enter orders into Epic to complete upload request
Request outside pathology slides from outside medical facilities
- Request clinician to enter an interpretation order
- Deliver Slides to the Pathology Department

Inbasket and E-mail Messages:

Respond to Inbasket and e-mail messages within 48 hours and complete any non-urgent requests within 5 to 7 days or within the specified timeframe given. For urgent requests, it is required to complete the task as soon as possible or within the specified timeframe given

Fax Box Management:

Monitor and distribute the faxes to the resource nurses, staff assistants, or appropriate recipient within 24 to 48 hours of receipt

External Laboratory Results:

Fax laboratory orders to external facilities per the patients request
Complete reminder calls for patients who have labs overdue
When results are received, create a PDF of the document and upload into the shared folder within the Duke Box within 24 to 48 hours of receipt
Upload the documents into Epic through Solarity

JOB ELIGIBILITY REQUIREMENTS

High school diploma or equivalent education required.
One-year experience of clerical or general office support required.

JOB HOURS

The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military 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 essential job 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.

About the Company

Duke University

Private research university in Durham, NC

Duke University is a research university offering undergraduate, graduate, and professional education alongside interdisciplinary research and health care.

Company size: Not listed
Company stage: Not listed
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Founded: Not listed

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