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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
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
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
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
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)
Manage the Division Chiefs schedule
Monthly staff meetings
Monthly leadership meetings
Regular team meetings for 7 sites/teams
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
Manage interview day
Order badge buddies, business cards, lab coats
Order laptop, pager, badge and ssignments
Assist with the coordination of the orientation schedule
Staff engagement committee
High school education or equivalent.
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.
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.