Administrative Support Specialist for Physician Teams
6 days ago
We are seeking a highly skilled and organized Administrative Support Assistant to join our team. This role will provide administrative support to one or more physicians and/or advanced providers.
Responsibilities:
- Telephone Responsibilities:
- Obtain complete information on incoming calls, including name, MRN, telephone number, date call was received, and reason for call.
- Assist callers or direct them to the appropriate person or group in a timely fashion.
- Retrieve voicemails, record all information, and date and time of the message, and return patient calls within 48 hours or route appropriately.
- Letters / Clinic Notes:
- Print and route letters and clinic notes within 24 hours of receipt.
- Enter recalls based on path letters and update Health Maintenance.
- Schedules:
- Process schedule change forms within 48 hours of receipt to ensure accuracy and completeness.
- Make sure changes are reflected in Maestro Care within 1-2 weeks and follow up if necessary.
- Review schedules one week in advance to identify cancellations and potential scheduling errors, communicate to scheduling center as appropriate.
- Pre-call each clinic patient 5-7 days in advance to review appointment date, time, and location, and document appropriately in Maestro Care.
- Referrals:
- Send referrals to outside facilities for labs, studies, tests, etc., as requested by providers.
- Outside Records, Powershare, Solarity, and Pathology Slides:
- Ensure new and transplant consult patients have outside records in Maestro Care prior to the appointment.
- Upload outside medical records to Epic through Solarity software.
- Request outside images through Powershare or compact disk.
- Upload images into Powershare and enter orders into Epic to complete upload request.
- Inbasket and Email Messages:
- Respond to Inbasket and email messages within 48 hours and complete any non-urgent requests within 5-7 days or within the specified timeframe given.
- Fax Box Management:
- Monitor and distribute faxes to resource nurses, staff assistants, or appropriate recipients within 24-48 hours of receipt.
- External Laboratory Results:
- Fax laboratory orders to external facilities per patient request.
- Complete reminder calls for patients with labs overdue.
- Create a PDF of the document and upload it into the shared folder within Duke Box within 24-48 hours of receipt.
- Upload documents into Epic through Solarity.
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