Administrative Assistant - Dept of Anesthesiology

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Duke Health Integrated Practice

Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of the Duke Health mission across the state of North Carolina.

JOB LOCATION
Anesthesiology Department - 5th floor of the HAFS | 2301 Erwin Road, Durham, NC 27710


JOB SUMMARY
We are seeking an Administrative Assistant to be a part of the department of Anesthesiology's central scheduling office (CSO). This position is responsible for the complex scheduling needs of all clinical providers, including physicians, APPs, and trainees in all OR platforms, and outpatient and inpatient units. This role ensures efficient coordination of Qgenda, patient appointments, provider calendars, and departmental meetings, contributing to the smooth operation of healthcare services and enhancing patient care delivery.


JOB DUTIES AND RESPONSIBILITIES

• Enter schedules in Qgenda across all DUHS Anesthesia platforms, including Duke Hospital, DRH, DRaH, contracted sites, and future expansions such as Lake Norman, Duke Health Cary, Farner, etc.
• Monitor scheduling systems for accuracy and compliance with healthcare regulations and organizational policies and to ensure operating room availability to meet patient procedure volume needs.
• Enter provider time off requests into Qgenda
• Prepare and distribute daily schedules, appointment reminders, and relevant documentation.
• Collaborate with faculty, department leadership, and administrative staff to ensure timely and accurate scheduling.
• Assist with data entry, reporting, and documentation related to patient flow and provider availability.
• Uphold patient confidentiality and HIPAA compliance in all communications and record-keeping.
• Maintain and update provider calendars, ensuring optimal time management and minimal scheduling conflicts.
• Assist with meeting schedules and general office tasks on-site.
• Work with the Staffing Resource Center (SRC) to assist with administrative tasks for faculty within the department.
• This includes on-site needs, travel reimbursements, scheduling meetings and other administrative activities as needed.
• Schedule patient appointments, procedures, and follow-ups in coordination with clinical staff and providers for the outpatient pain division.
• Communicate with Patients, families, and healthcare professionals to confirm appointments and provide necessary instructions.
• Perform other related duties incidental to the work described herein.

JOB ELIGIBILITY REQUIREMENTS

• High school education or equivalent.
• Two years of administrative support experience of increasing variety and/or complexity.
• Ability to solve complex problems using judgment and discretion in coordination with complex Duke policies and procedures.
• Ability to work in a fast-paced, patient-centered environment.
• Proficiency in Microsoft Office Suite and scheduling software.
• Experience with QGenda and Epic preferred.

JOB HOURS
The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status.


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Essential Physical Job Functions:

Certain jobs at Duke University and Duke University Health System may include essential job 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.