Provider Support Assistant - Pediatrics Neurosurgery

Duke Health Integrated Practice is an exceptional, multi-specialty physician practice encompassing 140 clinics across North Carolina. We attract and retain premier medical professionals with competitive compensation, benefits, and a nurturing work atmosphere that unites passion and purpose.

Learn more about us: https://dhip.dukehealth.org/about-us

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

• Must think strategically, juggle provider schedules, prioritize work and ensure that provider templates are accurate and fully utilized.
• This position acts as a source of reference for  Peds Admin Staff within the Neurosurgery Department. 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 faculty using Qgenda.
• Manage provider calendar
  • Schedule and coordinate meeting/teleconferences. Identify conflicts and resolves them.
  • Send invites, reminders and agenda
  • Order food for meetings as required
  • Put out – of – town meetings on calendar
  • Put clinic/consults/call/inpatient weeks on calendar as requested by provider
• Coordinate travel for meetings including submission of registration, airfare, hotel reservations, rental car) if needed) and 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
• Order office supplies through Buy@Duke
• Order stationary as needed
  • Business cards, letterhead, and envelopes
• Maintain CV and/or Biosketch, maintain Scholars@Duke, and other Duke listings as needed
• Maintain provider CME credits
• Department mail pick up and distribution every ten weeks
• Organize and maintain faculty electronic and paper files
• Correspondence, credentialing, licensing and certification, reference materials, publications, professional memberships, and renewal of licenses/DEA/privileges
• Compose and edit non-patient related correspondence letters, PowerPoint presentations, reports and records ensuring grammatical accuracy
• Send referrals to outside facilities signed by Doctors for labs, studies, tests, ect.
• Print and send all records if necessary
• FedEx a CD of scans performed at Duke
• Record on spreadsheet for tracking all referrals
• Order outside records
• Request imaging – either CDs or through Powershare, once received, upload to Powershare and create order to be pulled into PACS
• Receive and print outside medical records from new Patient Coordinators in advance of clinic appointment
  • If needed, communicate with the patient to get him/her 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 patient’s care team each week for 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 last visit (i.e. hospital, ED, Urgent care, local Oncologist, Radiation Oncologist, etc.)

JOB ELIGIBILITY REQUIREMENTS

• High school diploma or equivalent education required.
• One-year experience of clerical or general office support required.
• Three years of administrative support experience of increasing variety and/or complexity is preferred.

JOB HOURS

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

Some roles within our organization may encompass essential job functions requiring distinct physical and/or mental capabilities. Further details and accommodation requests will be addressed by individual hiring departments.

Duke Health Integrated Practice is dedicated to Equal Opportunity Employment, fostering a diverse workforce without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

We aspire to build a community grounded in collaboration, innovation, creativity, and belonging. Our shared achievements rely on a dynamic exchange of ideas, flourishing best when a multitude of perspectives, backgrounds, and experiences thrive. Upholding these values is a collective responsibility within our community.

This job description aims to outline representative responsibilities for this title, not an exhaustive account of specific duties. Employees may be assigned job-related tasks beyond those explicitly outlined here.