Program Specialist - Duke Primary Care Provider Recruitment and Onboarding

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.

About Duke Primary Care

Pursue your passion for caring with Duke Primary Care, which offers family, adolescent, and internal medicine services as well as urgent, general pediatric, and virtual care at nearly 50 clinic locations across central North Carolina.

Job Location: Hybrid

Job Summary

Support and assist the Duke Primary Care (DPC) Provider Recruitment and Onboarding Team with recruitment and onboarding activities through the entire full-cycle recruitment and onboarding process.  Other related duties as assigned.

Job Duties and Responsibilities

• Plan, coordinate and administer onboarding activities for newly hired DPC providers to ensure an efficient and timely onboarding process that offers an optimal onboarding experience for the new provider. Manage necessary HR components, facilitate new provider orientation and ensure providers have appropriate network and health system access.
• Support newly hired providers through the medical staff credentialing and provider enrollment processes
• Support the DPC Provider Recruitment Team with interview components to include:
  • booking candidate travel
  • obtaining candidate references
  • assist with scheduling candidate interviews
  • assist with developing site visit itineraries
  • helping manage recruitment expenses
• Facilitate the offboarding process for outgoing DPC providers by managing necessary HR components and patient notification communications
• Track and maintain a variety of administrative and financial reports
• Maintain relationship with other programs, offices and departments at Duke.
• Maintain knowledge of specialized programs and/or projects that support DPC goals and objectives related to provider recruitment, onboarding, and credentialing.
• Develop, coordinate and advise on processes and policies related to scope of work.
• Must be able to apply administrative skills and programmatic knowledge to independently solve complex recruitment and onboarding problems
• Anticipates and navigates credentialing office deadlines such that providers are reviewed for credentialing approval within the expected timeframe.
• Develop, implement, and supervise related procedures.
• Cross-train employees in processes, services and systems to ensure success.
• Ensure proper methods and procedures are utilized to ensure accuracy of work as well as other’s work.
• Provide administrative assistance to departmental staff within assigned areas to support the accomplishment of program objectives to include complex scheduling and coordination of recruitment events as well as routing and execution of contractual employment agreements and offer letters.
• Plan, coordinate and participate in the implementation of activities, e.g., seminars, conferences, workshops, short courses, clubs, shows, public events and other related programs designed to support the recruitment efforts of DPC HR and DPC Provider Recruitment teams.
• Develop and coordinate new ideas and concepts for program themes.
• Coordinate all program logistics, materials and resources.
• Develop, coordinate and advise staff regarding relevant policies related to expenses, travel and reimbursement.
• Support physician recruitment team with the tracking of all procurement charges and financial receipts.
• Appropriately clear charges incurred per Duke Financial Services guidelines.
• Support physician recruitment team with tracking and executing the payments of provider sign-on bonus and employee referrals payments
• Interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
• Demonstrate high level of customer service, responsiveness and ability to establish and maintain effective and collaborative working relationships in order to promote successful completion of onboarding and credentialing of providers.
• Support the DPC physician recruitment team in monitoring and preparing reports related to recruitment metrics.
• Prepare reports and conduct preliminary analyses setting forth progress and adverse trends.
• Advise supervisor as to the status of current activities and additional or expanded program requirements.
• Make recommendations for solutions to problems identified.
• Monitor and evaluate program effectiveness, investigate trends, and recommend and implement modifications to improve program effectiveness.
• Coordinate and/or participate in public relations activities to include preparing and supervising the production of brochures, bulletins, newsletters and other promotional materials and/or publications, preparing press releases, designing ads and fliers, and responding to inquiries in support of DPC recruitment
• Assist in the preparation of budgets.
• Monitor, verify and reconcile expenditure of budgeted funds, travel and reimbursements, procurement card expenses.

Job Eligibility Requirements

Education

• Bachelor’s Degree, preferred
• 2 years post-secondary education required

Experience:

• 1 year of related healthcare experience for Bachelor’s Degree applicants
• 3 years of related healthcare experience for 2 year degree or 2 years of college

Certification:

• AAPPR Onboarding and Retention Certification preferred

Other:

• Analytical, communication and organizational skills
• Works effectively in team environment

Job Hours

• FT, non-exempt position
• Monday – Friday, 8:30am – 5pm

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 onthe 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.