Provider Support Assistant - Urology

Duke Careers•Durham, NC

7d•Onsite

About The Position

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

Requirements

High school diploma or equivalent education required.
One year of clerical, office support, or related experience is required; or an equivalent combination of relevant education and/or experience.

Nice To Haves

Must think strategically, juggle provider schedules, prioritize work and ensure that provider templates are accurate and fully utilized.
Works closely, collaboratively, and in partnership with the Scheduling Hub and Front Desk.
Monitor provider emails and respond when necessary and appropriately as directed by the provider.
Provides scheduling support for creation of clinical schedule for their faculty member using QGenda.
Manage provider calendar
Schedule and coordinate meeting/teleconferences. Identify conflicts and resolves them.
Send invites, reminders and agenda
Put out – of – town meetings on calendar
Put clinic/consults/call/inpatient weeks on calendar as requested by provider
Process reimbursement for out – of – pocket expenses.
Responsible for coordination and monitoring of all Duke@Work procurement card reconciliation.
Maintain, review and reconcile for assigned faculty
Maintain and keep receipts for all transactions
Maintain CV and/or Biosketch, maintain Scholars@Duke, and other Duke listings as needed
Department mail pick up and distribution weekly
Organize and maintain faculty electronic and paper files.

Responsibilities

Obtain complete information on incoming calls from patients and physicians and route calls or messages to the appropriate area (appointment center, clinic, provider) in a timely fashion.
Retrieve voice mails the same day, record all information, date, and time of the message, and route accordingly. Enter phone messages as an In-basket Message in Maestro Care for Triage/MD/APP.
Submit Schedule Change Request (SCR) forms to close clinics, process SCR forms within 48 hours of receipt to ensure accuracy and completeness, and ensure changes are reflected in Maestro Care within 1-2 weeks, following up if changes are not made.
Enter scheduling inquiries and follow up if scheduling issues are not addressed within 3 days.
Monitor provider schedules for a rolling 30-day period to ensure correctness, looking for cancellations or erroneous frozen slots, and/or to prevent gaps in schedules. Verify the accuracy of provider templates/schedules and requested schedule blocks.
Reschedule patients scheduled within 45 days when provider template issues arise and coordinate the rescheduling of patients once the provider makes permanent changes to their template. Make template/schedule changes pending managerial approval.
Manage urgent clinic and appointment scheduling and patient rescheduling in cases of provider emergency/absences.
Route FMLA and/or disability paperwork to the appropriate person(s) for completion.
Print and route letters and clinic notes that are routed to you within 24 hours of receipt.
If required by the physicians, ensure all orders are in that were referenced in previous visit notes for appointments; if not, notify the provider/APP.
Send referrals to outside facilities signed by Doctors for labs, studies, tests, etc. Print and send all records if necessary. FedEx a CD of scans performed at Duke.
Order outside records. Request imaging – either CDs or through Powershare. Once received, upload to Powershare and create an order to be pulled into PACS.
Receive and print outside medical records from new Patient Coordinators in advance of clinic appointments. If needed, communicate with the patient to get them to sign the medical release. If needed, communicate with the referring physician’s office to get them to fax the records.
Route all clinic notes to the patient’s care team each week for the attending physician.
Receive medical records from home physicians and deliver to HIM or scan to HIM and S drive.
Request records on returning patients that have been seen elsewhere since the last visit (i.e., hospital, ED, Urgent care, local Oncologist, Radiation Oncologist, etc.).
Think strategically, juggle provider schedules, prioritize work, and ensure that provider templates are accurate and fully utilized.
Work closely, collaboratively, and in partnership with the Scheduling Hub and Front Desk.
Monitor provider emails and respond when necessary and appropriately as directed by the provider.
Provide scheduling support for the creation of clinical schedules for faculty members using QGenda.
Manage provider calendars, schedule and coordinate meetings/teleconferences, identify conflicts and resolve them. Send invites, reminders, and agendas. Put out-of-town meetings on the calendar. Put clinic/consults/call/inpatient weeks on the calendar as requested by the provider.
Process reimbursement for out-of-pocket expenses. Responsible for coordination and monitoring of all Duke@Work procurement card reconciliation. Maintain, review, and reconcile for assigned faculty. Maintain and keep receipts for all transactions.
Maintain CV and/or Biosketch, maintain Scholars@Duke, and other Duke listings as needed.
Department mail pick up and distribution weekly.
Organize and maintain faculty electronic and paper files.