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Posted: 17-Jan-25
Location: Durham, North Carolina
Internal Number: 253504
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 Eye Center at Erwin Rd - 2351 Erwin Rd
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
Clinical Duties:
- Automated Call Distribution Phone System; Queue callers when agents are not immediately available and sends call to other SAs; All SAs have to be cross-trained to answer all calls for all divisions in Eye Center
- Manually coordinate report to show physicians availability to provide to leadership
- Extensive communication/assisting hub agents with scheduling; Screening patients that have complicated referrals and how best to schedule
- Document call backs to appropriate provider/fellow and/or triage team via In Basket
- Handles scheduling requests, time away, monitoring of clinics, and assist with rescheduling/scheduling of patients in resident clinic
- Scheduling/Rescheduling patients; Send and follow up on paperwork patients need in a timely manner
- Assist with FMLA and other clinical forms for completion for patients
- Request imaging through Powershare and/or call referring offices to ensure images are available at time of appointment
- Manage and distribute MR requests to assigned work flow
- Monitor clinics for overbooking to assist clinic managers with clinic flow; Reschedule patients as needed; Communicate with faculty clinics overbooked and resolutions to ensure timely patient flow
- Request records from referring doctor and/or patient to help facilitate notes are available at time of appointment
- Expedite letters to patients per the no show policy when faculty request letters sent and call no show patients to reschedule as appropriate
- Mail new patient packets to new patients after scheduling appointment
- Document physician away time
- Enter refill request to assigned in basket for technicians and/or fellow to sign off on
- Call patients to remind them of appointment and document
- Daily monitoring of faxes for division; Handle and/or send to appropriate staff
- SA's support distribution of medical records faxes; Each division supports fax line for 9 weeks a year
- Supports maintenance of clinical schedules to remove/add or alter faculty schedule by on-line submissions
- Assist if surgery required on non-dedicated surgery day; Surgery coordinator works with SA to find alternative times they can operate
- Coordinate with patient and faculty; Ensure patient has my chart set up and patients are arrived prior to the visit
- Generate request for fellow and/or clinic manager and ensure patient gets to appropriate person for triaging symptoms
Administrative Duties:
- Collaborate and coordinate meetings; Includes sending calendar invites and/or zoom requirements as needed; Review weekly calendar and ensure faculty have all required meetings/events
- Serve as resource to assist for division events/Assist in tracking credits for required documents
- Assist with required credentialing paperwork/Meet mandatory deadlines/Assist in completion of FPPE/OPPE and Nursing Admin Forms
- Maintain physician CV
- Support faculty with external responsibilities with their leadership roles and/or committees
- Follow expert witness policy for guidelines and ensure we stay compliant
- Assist with scheduling Journal club, agenda, reserving conference rooms, and/or zoom and assist with ordering food
- Coordinate with IT ordering of laptops for faculty; Ensure fund codes are allocated accordingly
- Assist composing administrative letters and/or revise in EPIC and distribute through EPIC
- Screen/route mail to faculty; Responsible/assist daily for distribution of mail in DUEC Mail Room
- Coordinate medical students with faculty clinics. Make necessary changes to clinic and makes clinic aware of students participation in the clinic setting
- Coordinate office requirements/supplies with new faculty; Set up phone, printer
- Assist faculty with registrations and submit required paperwork prior to deadlines of meetings
- Ensure Medical license, DEA and Privilege licenses are updated
- Discuss/document requests; Ensure guidelines are met before going into clinical settings. Refer to ensure Vendormate is up to date
- Coordination of speaking engagements for division; Includes internal and external requests
- Order office budgeted supplies for division through Buy At Duke
- Assist with scheduling specialty rounds, agenda, reserving conference rooms, and/or zoom and assist with ordering food
- Handle travel arrangement per physician requirements to ensure everything done prior to travel; Flight, Hotel, Registration, etc.
- Assist in following DUEC process of getting approval for visiting observers; Send invite letter and work with CME Office to submit all required documents
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.
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.
