School of Medicine:
Established in 1930, Duke University School of Medicine is the youngest of the nation?s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.
Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health . Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
Team Lead Responsibilities:
Help coordinate various personnel functions, including but not limited managing vacation schedules and office coverage for team of 12 Staff Assistants
Organize office activities of the clinical practice support area, reviewing completed work for correctness and adherence to instructions. This includes patient care follow up including auditing the pathology letters, auditing the health maintenance record updates and auditing the patient appointment recalls
Control and maintain divisional or departmental files of reports and correspondence required for reference and efficient operation of division or department; insure maintenance of up-to-date management and procedural manuals, directives and related records.
Compile data and statistics; prepare reports requiring the identification of sources, compilation, analysis and evaluation of data.
Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
Compile information and feedback for performance reviews
Staff Assistant Responsibilities:
Obtain complete information on incoming calls (name, MRN, telephone number, date call was received and reason for call)
Assist the callers (Outside medical providers, laboratories, pharmacies, and patients) or direct callers to the appropriate person or group (Appointment center, clinic, nurse, transplant, and provider) in a timely fashion. When paging a provider, list your name and telephone number on the page
Retrieve voicemails the same day, record all information and date and time of the message, return the patient?s call within 48 hours and or route appropriately
Print/Route letters and clinic notes that are routed to you within 24 hours of receipt
Enter Recalls based on path letters and update Health Maintenance
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 changes are not made
Make sure all patients are bumped in a timely fashion
Enter scheduling inquires and follow up if scheduling issues are not addressed within 3 days
Work closely with CMAs and Nurses to make sure patient questions are answered quickly
Review schedules one week in advance to identify cancellations and potential scheduling errors, communicate to scheduling center as appropriate
Review schedules and templates for errors
Conduct provider schedule audits to ensure each schedule is accurate every month and every 6 months
Pre-call each clinic patient 5-7 days and in advance to review appointment date, time and location and document appropriately in Maestro Care
Identify and confirm all alternative prep and YPA patients per monthly schedule and document appropriately within Maestro Care
Schedule Transplant Consults within 72 hours of receiving the referral
Send an appointment letter to the patient and the referring provider
Send referrals to outside facilities for labs, studies, tests, etc. as requested by providers.
Outside Records, Powershare, Solarity and Pathology Slides
Make sure that New and Transplant Consult patients have outside records in Maestro Care prior to the appointment
Upload outside medical records to Epic through the Solarity software
Request outside images through Powershare or compact disk
Upload images into Powershare and enter orders into Epic to complete upload request
Request outside pathology slides from outside medical facilities
Request clinician to enter an interpretation order
Deliver Slides to the Pathology Department
Schedule or reschedule clinic or procedure appointments when necessary
Inbasket and E-mail Messages
Respond to Inbasket and e-mail messages within 48 hours and complete any non-urgent requests within 5 to 7 days or within the specified timeframe given. For urgent requests, it is required to complete the task as soon as possible or within the specified timeframe given
Fax box management
Monitor and distribute the faxes to the resource nurses, staff assistants, or appropriate recipient within 24 to 48 hours of receipt
External Laboratory Results
Fax laboratory orders to external facilities per the patients request
Complete reminder calls for patients who have labs overdue
When results are received, create a PDF of the document and upload into the shared folder within the Duke Box within 24 to 48 hours of receipt
Upload the documents into Epic through Solarity
Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.
Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
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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