Duke Health Clinical Support Coordinator
1 week ago
Duke Health Integrated Practice is a premier, multi-specialty physician practice encompassing 140 clinics across North Carolina. We attract and retain top medical professionals with competitive compensation, benefits, and a nurturing work atmosphere that unites passion and purpose.
Learn more about us: https://dhip.dukehealth.org/about-us
Job SummaryWe are seeking a highly skilled Provider Support Assistant to perform administrative responsibilities in support of one or more physician(s) and/or advanced provider(s).
Responsibilities- Telephone Responsibilities:
- Obtain complete information on incoming calls from patients and physicians
- Route call or message to appropriate area appointment center, clinic, provider in a timely fashion.
- Retrieve voice mails the same day, record all information and date and time of the message and route accordingly
- Enter phone messages as an Inbasket Message in MaestroCare for Triage/MD/APP
- Submit Schedule change Request (SCR) form to close clinics
- Process SCR forms within 48 hours of receipt to ensure accuracy and completeness
- Make sure changes are reflected in MaestroCare within 1-2 weeks and follow up if changes are not made.
- Enter scheduling inquiries and follow up if scheduling issues are not addressed within 3 days.
- Monitor provider schedules for a rolling 30 - day period to ensure correctness of schedule, looking for cancellations or erroneous frozen slots, and/or to prevent gaps in schedules.
- Verify the accuracy of providers templates/schedule
- Verify provider requested schedule blocks have been processed
- Reschedule patients scheduled within 45 days when provider template issues arise
- Coordinate the rescheduling of patients once the provider makes permanent changes to their template.
- Make template/schedule changes pending managerial approval.
- Manage urgent clinic and appointment scheduling
- Manage patient rescheduling in cases of provider emergency/absences
- Assist with completion of FMLA and/or disability paperwork for providers if needed, collect, submit and record on spreadsheet for tracking.
- Print/route letters and clinic notes that are routed to you with 24 hours of receipt
- If required by the physicians, ensure all orders are in that were referenced in previous visit note for appointment; if not, notify provider/APP
- Work with the provider to draft/dictate patient letters to go out to the referring provider office. Record on spreadsheet for tracking.
- Send referrals to outside facilities signed by Doctors for labs, studies, tests, ect.
- Print and send all records if necessary
- FedEx a CD of scans performed at Duke
- Record on spreadsheet for tracking all referrals
- Order outside records
- Request imaging - either CDs or through Powershare, once received, upload to Powershare and create order to be pulled into PACS
- Receive and print outside medical records from new Patient Coordinators in advance of clinic appointment
- If needed, communicate with the patient to get him/her to sign the medical release
- If needed, communicate with the referring physician's office to get them to fax the records
- Route all clinic notes to patient's care team each week for attending physician
- Receive medical records from home physicians and deliver to HIM or scan to HIM and S drive.
- Request records on returning patients that have been seen elsewhere since last visit (i.e. hospital, ED, Urgent care, local Oncologist, Radiation Oncologist, etc...)
- Must think strategically, juggle provider schedules, prioritize work and ensure that provider templates are accurate and fully utilized.
- This position acts as a source of reference for other staff assistants within the Neurosurgery Department. Works closely, collaboratively, and in partnership with the Scheduling Hub and Front Desk.
- Monitor provider emails and respond when necessary and appropriately as directed by the provider.
- Provides scheduling support for creation of clinical schedule for their faculty member using Qgenda.
- Manage provider calendar
- Schedule and coordinate meeting/teleconferences. Identify conflicts and resolves them.
- Send invites, reminders and agenda
- Order food for meetings as required
- Put out - of - town meetings on calendar
- Put clinic/consults/call/inpatient weeks on calendar as requested by provider
- Coordinate travel for meetings including submission of registration, airfare, hotel reservations, rental car) if needed) and process reimbursement for out - of - pocket expenses.
- Responsible for coordination and monitoring of all Duke@Work procurement card reconciliation. Maintain, review and reconcile for assigned faculty
- Maintain and keep receipts for all transactions
- Order office supplies through Buy@Duke
- Order stationary as needed
- Business cards, letterhead, and envelopes
- Maintain CV and/or Biosketch, maintain Scholars@Duke, and other Duke listings as needed
- Maintain provider CME credits
- Department mail pick up and distribution every ten weeks
- Organize and maintain faculty electronic and paper files
- Correspondence, credentialing, licensing and certification, reference materials, publications, professional memberships, and renewal of licenses/DEA/privileges
- Compose and edit non-patient related correspondence letters, PowerPoint presentations, reports and records ensuring grammatical accuracy
High school diploma or equivalent education required. One-year experience of clerical or general office support required.
Working ConditionsThe schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.
Some roles within our organization may encompass essential job functions requiring distinct physical and/or mental capabilities. Further details and accommodation requests will be addressed by individual hiring departments.
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