Administrative Assistant - Neurology

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Duke Health Integrated Practice

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

JOB LOCATION

Hock Plaza - 2424 Erwin Rd, Durham, NC 27705

JOB SUMMARY

Lead and coordinate administrative tasks related to scheduling and referrals for Sleep & Epilepsy division in the Department of Neurology.  Facilitate patient appointments and office/practice workflows. Requires critical thinking skillset with the ability to work independently and manage multiple priorities and deadlines.

JOB DUTIES AND RESPONSIBILITIES

• Assist with managing Ambulatory referrals to the Sleep & Epilepsy division to ensure patient appointments are scheduled timely and correctly.  Work closely with Sleep coordinators to review patient appointments and ensure that patients are scheduled with correct provider within the requested timeframe.  Clinic visits may be related to compliance needed for medical equipment prescribed to patients, related appointments are reviewed in advance.  Manage Wait List for patients, to offer sooner appointment when provider has cancelations. 

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  Lead special projects to improve access for the different patient populations within the Sleep & Epilepsy division.
• Manage provider calendars for both inpatient and outpatient clinics and rotations.
• Ensure outside records are in Maestro Care for new patients, second opinions, and self-referrals prior to the appointment.  Responsible for uploading external patient images through Powershare and scanning medical records into Epic.  Submit schedule change requests using Service Now and Q-Genda. Reschedule patients that need to be cancelled within 45 days of the clinic date. Coordinate urgent appointment requests as directed by the providers.  Review schedules for errors and address with the appropriate department.  Reminder calls to patients regarding upcoming appointments. Sort and distribute faxes.  Respond to In-basket messages in accordance with departmental protocols
• General office management: calendar management, scheduling meetings, general correspondence, and ordering supplies
• Submit Employee Travel & Reimbursement expenditures on behalf of providers, ensuring appropriate cost objects and GLs are used and expenditures have necessary documentation, are allowable, and are cleared by established deadlines.  Bring any questionable expenses to the attention of the Division Administrator and/or Grants and Contracts Administrator.    Review weekly reports from Employee Travel & Reimbursement, following up with corporate cardholders to ensure expenditures have necessary documentation and are cleared by established deadlines. Submit reimbursements for travel and purchase, submit check requests for faculty.

JOB ELIGIBILITY REQUIREMENTS

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

JOB HOURS

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