Provider Support Assistant - H&N Oncology

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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

Duke South Clinics - 40 Duke Medicine Circle

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

• Screen telephone calls, voicemail messages, staff messages, and email.
• Screen and route mail and electronic correspondence to the appropriate individual(s).
• Organize and maintain files of records, reports, and correspondence required for reference and efficient operation.
• Process reimbursement/corporate card clearing requests in an efficient and timely manner.
• Process reimbursements requests for students associated with assigned provider/faculty when student does not have access to Concur.
• Coordinate scheduling of small and large group meetings including Zoom and in-person meetings.
• Provide cross coverage for other administrative staff in the department as needed.
• Assist in preparing complex reports and proposals requiring the identification of sources, compilation, analysis, and evaluation of data.
• Type letters, reports and records ensuring grammatical accuracy, conformance with general policy and factual correctness.
• Assist in coordination of scheduling and arrangements for seminars and conferences and establish appointments, meetings and speaking engagements.
• Attend meetings to take minutes and serve as an information resource.
• Serve as liaison with grant and contracts administrative personnel concerning University policies and procedures, grant administration and budgetary preparation and control.
• Assist in coordination of scheduling appropriate appointments through the scheduling hub once Faculty has submitted request and copied staff assistant.
• Schedule urgent changes (less than 45 days out) for last minute clinic cancellations.

o   Note: Front desk staff at the South Durham Otolaryngology and Otolaryngology of Raleigh offices will reschedule patient appointments when request is made <45 days in advance. Clinic 1F front desk will assist with rescheduling linked appointments and/or speech visits for clinic closure requests made <45 days in advance.

• Coordinate with clinic staff and the patient to facilitate appointments on non-traditional clinic days for VIP and executive patients. This includes providing provider availability for appointments requested to be on non-traditional clinic days.
• Timely completion of medical documents including adding provider signature when appropriate and returning the completed document to sender.
• Communicate with the HNS&CS OR scheduling team to coordinate scheduling of patient surgeries.
• Provide the HNS&CS OR scheduling team with dates/times that the provider is available to perform surgery when appropriate or requested.
• Assist with obtaining and uploading cardiac clearance for surgery patients when necessary or requested.
• Assist with collecting patient medical records, including requesting imaging be uploaded in the patient’s chart and verify the records/images are available for review at the date/time of the appointment.
• Monitor and update provider calendar if/when the assigned to provider requests calendar management from the staff assistant.
• Submit tickets for changes to providers schedule when requested and ensure the schedule change is completed in a timely manner. Verify the accuracy of the schedule change request when it is marked as complete.
• Review clinics reports: check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.

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.