Access Specialist II-Full Time-Operations Support-DHAS-Durham-Commitment Bonus

General Description of the Job Class

 

This job classification includes the duties of three functional groups in Duke Health Access Services:
1. Duke Consultation and Referral Center (DCRC) -- Serve as a first point of contact for Duke Health System patients and referring providers. Provide a comprehensive one-call experience to meet the various needs of patients, referring providers, and family members. Adapt to and manage the ever changing and complex services, providers, service locations and initiatives across Duke Health while providing the highest level of customer service to each caller. Provide a comprehensive one-call experience to meet the various needs of patients, referring providers, and family members.
2. Complex Procedure Scheduling -- Responsible for scheduling various complex outpatient procedures. Procedures include, but are not limited to, Colonoscopy, Upper & Lower Endoscopy, Endoscopic Retrograde Cholangio- Pancreatography, Endoscopic Ultrasounds and Bronchoscopy. They are typically scheduled in an Ambulatory Surgery Center setting in Duke Health System and Private Diagnostic Clinic but may also be scheduled in an operating room. Based on documentation requirements, these procedures are scheduled in an alternate Epic scheduling module due to the added complexity.
3. Provider Template Editing -- An Editor receives, interprets, and executes provider schedule change requests. The schedule change request is submitted to the editor and/or in the case of complex block scheduling, with supplemental spreadsheets and is managed through a custom-built database. The Editor makes the schedule changes in the MaestroCare system using the edit template function.
4. Float Specialist -- Responsible for scheduling patient appointments across multiple access centers / scheduling pods to help meet varying call demands. This may result in being skilled into multiple phone queues at once or potentially single skilled depending on the need. This is subject to change with short notice throughout the course of a day or week. The Float Specialist will also serve as a primary trainer for new staff as well as existing staff for the areas they support.

Duties and Responsibilities of this Level

 

Referral & Consultative Duties
•    Utilize the Customer Relationship Management (CRM) software to accurately collect necessary and relevant data.
•    Provide accurate information to callers regarding the various services, providers, and locations available within the Duke Health System and Private Diagnostic Clinics.
•    Triage caller's request by asking questions to determine the appropriate resources or actions to be taken.
•    Utilize a one-call resolution technique to meet the caller's needs. When necessary, follow up with the patient after performing additional research or contacting other areas within the health system.
•    Schedule new patient appointments for select primary care and specialty care services.
•    Provide information and education on the various marketing campaigns being offered by Duke Health. Facilitate patient needs as necessary.
•    Monitor voicemail lines that support such services as dukehealth.org, non-Duke providers, and marketing.
•    Provide support for class/seminar registrations within Duke Health.

 

 

Complex Procedure Scheduling Duties
•    Determine if ancillary appointments (pre-procedure clinic evaluations, pre-anesthesia testing appointments, etc.) are needed according to scheduling algorithms, patients' medical history and established clinical and facility standards.
•    Coordinate both procedures and ancillary visits within a specific period established for each procedure.
•    Utilize learned-service-specific critical thinking for appropriate procedure with appropriate prep.
•    Review work lists and prioritize by Emergent, Urgent, and Routine request.
•    Use all available resources to contact the patient, including phone numbers, MyChart account, and email while following compliance guidelines. If the patient is ready to schedule, make the appointment following the scheduling algorithms. Provide detailed information about the reason for the call. Be prepared for questions, remain attentive, and resolve complex tasks.

 

 

Template Support Duties
•    To recognize and support the templates and fundamentally understand the impact on appointment availability, provider productivity, clinic workflow, clinic staffing, expense, and revenue.
•    Edit and maintain provider scheduling and procedure templates in MaestroCare in multiple modules (Cadence and OpTime). Understand and follow the template design principles and provider template related policy and procedures. Understand appointment slot designations and visit types to meet business/clinical needs.
•    Review work list and priori