Medical Secretary

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

 

About Duke University Hospital

Pursue your passion for caring with Duke University Hospital in Durham, North Carolina, which is consistently ranked among the best in the United States. The largest of the four Duke Healthhospitals with 1062 patient beds, it features comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center, an endo-surgery center, and more.

 

Job Band C1 

 

Work Arrangement - Onsite 

 

General Description:

 

Perform secretarial duties in support of general medical office activities to relieve medical professional personnel of clerical and administrative details and to maintain an efficient and effective operation.

Duties and responsibilities of this level 

Screen and sort mail and documents; respond to routine items not requiring supervisor’s attention according to instructions and standard practices.
Department Level Duties 

• Screen, distribute, and manage fax server for assigned organ program.
• Ensure mail is completed to and reaches the outgoing mail box at appropriate time to ensure prompt delivery. • Ensure preparation of records to include labeling or cover for scanning to HIM, CD’s to radiology, and pathology. • Complete training module for scanning and be able to perform scanning operations upon request. • Minimize use of Fed Ex for unavoidable communication mailings to patients.
• Retrieve mail from program incoming mailbox for distribution on a daily basis.

Set up and maintain office files of patient records, reports, and correspondence and miscellaneous information in an organized fashion.

• Efficient use of Maestro care to document information, utilization of reports, work cues, and messaging.
• Utilization of LabDe for validation of externals labs and lab order entry as indicated, requesting of new performing labs, lab details pending reconciliation. • Ordering of patient education materials from copy center, maintaining adequate supply to meet program needs. • Preparing and sending program letter or other requested correspondence to patients or agencies by medical professional staff. • Preparing evaluation, education class and annual patient packets, maintaining adequate supply.
• Ordering or communicating the need for supplemental brochures to AA if payment needed.

• Complete CTIL requests per office procedure (living donor)
• Prepare orders for Allomap/Allosure testing and fax orders(heart)
• Initiate service now tickets to add labs in LabDe / update referring physician names and numbers. • Print and mail dialysis status reports to all dialysis units upon request of the AD, prepare envelopes, create labels, and mail.

Take or transcribe dictation; type medical reports and summaries, patient histories, operative notes, manuscripts and letters from rough draft to final copy ensuring accuracy and completeness. Operate general office machines to include regular typing and word processing equipment, copy machines, calculators and transcription equipment.

• Trouble shoot office machines, notify appropriate AA.
• Ordering of supplies for assigned program as requested. • Ordering of printed materials from Universal printing, Copy Center as indicated. • Prepare envelope supplies with cost center bar code. • Maintain confidentiality in all correspondence.

Answer telephone, screen calls respond to routine questions and take messages to accordance with physician’s instructions; serve as receptionist for office or clinics as necessary ; greet patients, make appointments or proper referrals according to instructions and procedures; prepare documents and materials for clinics and / or patient admissions as requested. Maintain physician’s calendar of appointments and schedules, preparing materials and bringing pertinent times and dates to his/ her attention as requested.

• Provide phone coverage for DTC incoming call to all programs, screening, providing information to routine questions, and directing to destination as out lined by call management guide.
• Follow up on specimens/ packaging for CTIL testing. • Calling for missing laboratory testing as requested by medical professional staff. Trouble shooting if testing has been completed and communication back to staff on completion. • Access of Lab Corp/ Quest portal for lab retrieval. • Working with customer service representative from lab to ensure accurate delivery of lab results.
• Maintain knowledge of all programs and activities to act as a resource for any calle