Administrative Assistant - DUHS - Palliative Care

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 and is the number one hospital in North Carolina, according to U.S. News and World Report for 2023-2024. Duke University Hospital is the largest of Duke Health's three hospitals and features 1048 patient beds, 65 operating rooms, as well as comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center, an endo-surgery center, and more.

 

 

Hybrid 2/3 days on site

 

 

JOB SUMMARY

In support of a department or group of professionals, clinical staff and patients, regularly required to resolve moderately complex (non-routine) administrative problem-solving indivdually and with others.  Problem solving may include research and tasks for this role are typically more diverse and advanced in nature.

 

 

MAJOR JOB RESPONSIBILITIES

 

Outpatient (Ambulatory) Team

• Play central role overseeing Palliative Care Patient Access for expanding ambulatory program
• Partner with access services to assist with PQOL appointment scheduling, DCRC and front desk staff
• Review referral WQ for adult and Pediatrics referrals
• Assume central touch point/field questions from patients and family members
• Review provider schedules for errors and inconsistencies
• Schedule patient appointments for outpatient clinics and Peds outpatient clinics
• Create and maintain provider schedule templates, including blocking clinics and adding additional appointments as needed
• Monitoring provider and patient requests in EPIC as needed
• Maintain outpatient clinic schedule grid

 

Education Support

• Assist with Administration of Vital Talk Training program, for providers and learners, hospital[1]wide
• Work with Duke Temps and HR to Hire actors for Vital Talk sessions
• Schedule actors for rehearsals and training sessions
• Maintain list of actors and facilitators
• Verify and approve time cards for actors
• Maintain list of training sessions, dates, locations (or Zoom info), learners, etc.
• Create and send invoices to groups not grant-funded for training
• Schedule Zooms, distribute handouts and LMS links
• Communicate learners and outcomes to CME office for credit
• Create post-training surveys in Qualtrics, submit reports to CME

 

Finance Support

• Handle department deposits
• Honorariums –Duke@Work website, Finance, Check Requests
• Process staff Reimbursements and Expense reports in Concur
• Pay Medical Staff Dues to DRH and DRAH for providers
• Pay other vendors as needed
• Create purchase requisitions / Monitor purchase orders
• Reconcile Corporate Card

 

HR & Payroll

• FMLA application / time entries in API (consult payroll rep, Michele Davis)
• Approve APP, SW & RN time in API (monthly)
• Serve as backup approver for MD’s
• Approve time cards for Vital Talk Actors (in Duke@Work)
• Submit ID Badge requests and requests for badge access
• Maintain staff personnel files and record of Providers’ Medical licenses
• Ensure provider certifications are up-to-date
• Process Supplemental payments · Prepare and submit Provider Enrollment
• Assist providers with credentialing and re-credentialing process

 

Office Administration

• Answer phone calls and relay messages to staff & providers
• Check Peds Quality of Life voice messages and relay to providers
• Order office supplies
• Order badge buddies, business cards, lab coats, Rx pads
• Liaison with vendors for FedEx, water dispenser, recycling, Ricoh copiers, Shred-it, and Staples
• Submit request for Engineering & Operations and Environmental Services
• Order books /materials for patient distribution, maintain supply of sympathy cards and pain cards
• Maintain department email lists—add, delete members as needed
• Handle incoming mail · Serve as CAPC membership administrator
• Fax providers multiple times daily when in the office
• Manage conference room requests
• Manage office phones (numbers, location and assignment)
• Manage maintenance requests
• Manage housekeeping and pest control requests
• Manage faculty requests (varies as needed)