Administrative Assistant

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 an Administrative Assistant within our Spine Division located in Durham, NC to perform administrative responsibilities of a complex and confidential nature in support of clinical activities to maintain efficiency in organizational operations. 

 

JOB DUTIES AND RESPONSIBILITIES

• Organize and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes. 
• Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations.
• Schedule and coordinate arrangements for seminars and conferences and establish appointments, meetings and speaking engagements
• Submit Employee Travel & Reimbursement expenditures on behalf of providers, insuring appropriate cost objects and GLs are used and expenditures have necessary documentation, are allowable, and are cleared by established deadlines
• Performs various appointment and access related duties to include but not limited to, scheduling, cancelling, rescheduling, general appointment information, and directions. Utilizes multiple technology applications and systems
• Ensure outside records are in Maestro Care for new patients, second opinions, and self-referrals prior to the appointment. 
• Responsible for uploading external patient images through Powershare and scanning medical records into Epic.
• Coordination of the visiting scholar process for the faculty supported
• Attend monthly division staff meetings, or other meetings as requested by faculty, and record minutes
• Enter scheduling inquiries and follow up if scheduling issues are not addressed, review schedules to identify cancellations and potential scheduling errors, communicate as appropriate with the scheduling center
• Maintain professional memberships, and renewal of license/DEA/privileges for faculty & Staff
• Enter faculty/staff assignments in Qgenda, including edits, changes, switches, and other correspondence
• Prepare & send referrals, including patient records to outside facilities, Request outside facility imaging - through Powershare
• Maintain providers CV and Biosketch
• Assist with duties related to on-boarding new department employees
• Professionally and effectively communicate verbally and in writing with patients, referring providers, colleagues and Duke Providers. Compose letters and statements independently requiring application of department policies and procedures
• Apply knowledge and skills to resolve complex and routine administrative problems in conjunction with the division chief and clinic administrator
• Plan and schedule work ensuring proper communication to effectively meet the needs of day to day operation
• Attend monthly division staff meetings and record minutes
• Facilitate onboarding of new faculty and staff
• Responsible for ordering office supplies and tracking related expenses
• Coordination of departmenta