Duke University Hospital is consistently rated as one of the best in the United States and is known around the world for its outstanding care and groundbreaking research.

Duke University Hospital has 1,048 licensed inpatient beds and offers comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center; a major surgery suite containing 65 operating rooms; an endo-surgery center; a separate hospital outpatient surgical department with nine operating rooms and an extensive diagnostic and interventional radiology area.

For 2021-2022, U.S. News and World Report ranked Duke University Hospital nationally in 11 adult specialties: cancer, cardiology & heart surgery, diabetes & endocrinology, ear, nose & throat, gastroenterology & GI surgery, gynecology, neurology & neurosurgery, ophthalmology, orthopedics, pulmonology & lung surgery, and urology.

Duke University Hospital is also ranked first in North Carolina and first in the Raleigh-Durham area.

In addition to its hospitals, Duke Health has an extensive, geographically dispersed network of outpatient facilities that include primary care offices, urgent care centers, multi-specialty clinics and outpatient surgery centers.

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

• Assist Nurse Navigator serving as resource person for appointment scheduling, DCRC and front desk staff

• Field questions from patients and family members

• Review provider schedules for errors and inconsistencies

• Review referral work queues for Palliative Care and Peds Palliative Care referrals

• Schedule patient appointments for outpatient clinics and Peds outpatient clinics

• Schedule return appointments as needed

• 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 the Administration of the Vital Talk Training program, for providers and learners, hospital-wide

• Work with Duke Temps and HR to Hire actors for Vital Talk sessions

• Schedule actors for rehearsals and training sessions

• Maintain a list of actors and facilitators

• Verify and approve time cards for actors

• Maintain a 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 the CME office for credit

• Create post-training surveys in Qualtrics, submit reports to CME

Finance Support

• Distribute monthly PRMO reports to providers

• 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)

Scheduling

• Assist with:

• Manage the Division Chiefs schedule

• Monthly staff meetings

• Monthly leadership meetings

• Regular team meetings for 7 sites/teams

Qgenda

• Run and maintain APP and SW schedules

• Assist with running of MD schedules

• Enter provider data: work patterns, skill sets, quotas, targets, profiles

• Run provider stats queries

• Approve provider requests and swaps, edits schedules as requested/needed

• Manually enter Fellows' schedules, outpatient provider schedules, and GIP schedules

• Compare outpatient schedules in Qgenda match those in EPIC

Recruitment

• Schedule interviews

• Manage interview day

• Flight Coordination

• Hotel Coordination

• Transportation

• Meals

Onboarding

• Order badge buddies, business cards, lab coats

• Order laptop, pager, badge and ssignments

• Assist with the coordination of the orientation schedule

Committees

• Staff engagement committee

Minimum Qualifications

Education

High school education or equivalent.

Experience

Two years of administrative support experience of increasing variety and/or complexity

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

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About Duke University Health System

As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.

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