Administrative Assistant - Referral Center

Duke Careers•Durham, NC

2d•Onsite

About The Position

The Administrative Assistant – Referral Center provides advanced administrative support to the Referral Center team. This role requires a background in medical terminology and health care documentation in order to accurately review and process referrals, create patient charts in EMR system, and ensure smooth referral processing. The position has a focus on coordination, accuracy, and effective communication across multiple service lines.

Requirements

High school education or equivalent
Two years of administrative support experience of increasing variety and/or complexity
Prior experience in a health care or medical office setting.
Strong knowledge of medical terminology and ability to accurately transcribe provider orders.
Proficiency in electronic health record systems
Strong organizational skills with the ability to prioritize and manage multiple tasks in a fast-paced environment.
Excellent verbal and written communication skills to interact effectively with providers, patients, and staff.
Ability to collaborate with interdisciplinary service lines (Home Health, Hospice, Infusion).
Strong attention to detail, accuracy, and confidentiality (HIPAA compliance).
Proficiency in Microsoft Office applications (Word, Excel, Outlook).

Nice To Haves

Experience with referral intake, chart management, or order transcription preferred.
Prior experience in home health, hospice or home infusion preferred.
Prior experience working with electronic health record (EMR) systems strongly preferred

Responsibilities

Implement and support appropriate information systems, workflows, and administrative processes in support of Referral Center operations.
Process incoming referrals by reviewing for completeness, creating and maintaining records in electronic systems, and routing to appropriate personnel and departments according to established workflows.
Create, maintain, and update referral and administrative records across multiple electronic systems, ensuring accuracy, completeness, and timely documentation.
Independently prepare and maintain administrative documentation, reports, charts, tracking tools, graphs, and spreadsheets at designated intervals and as requested.
Monitor Referral Center EMR and work queues, triaging referrals and inquiries to appropriate teams while exercising sound judgment and discretion.
Prioritize, triage, and resolve a high volume of inquiries received via phone, email, fax, and in person; escalate issues as appropriate.
Manage incoming faxes and electronic documents by attaching records to appropriate files and distributing information to relevant internal teams.
Provide administrative support to Referral Center leadership, program manager, and support staff to facilitate efficient referral workflows.
Communicate referral-related information, documentation, and updates to appropriate internal departments and external partners in a timely and professional manner.
Maintain and update referral source data, including databases and tracking tools; monitor and update physician licensure and NPI information as required.
Plan, organize, and schedule work priorities in alignment with program goals, deadlines, and operational needs.
Collaborate with internal departments to support coordination of referral workflows and operational continuity.
Participate in team meetings, training sessions, and performance improvement initiatives.
Provide weekend or after-hours coverage on a rotating basis, as assigned.
Maintain confidentiality of patient, employee, and organizational information at all times.
Demonstrate professional behavior, appearance, and conduct consistently with organizational standards.
Perform other related administrative duties incidental to the work described herein or as assigned.