Provider Support Assistant - GI Admin

Provider Support AssistantAt Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.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 SummaryWe are seeking a Provider Support Assistant to perform administrative responsibilities in support of one or more physician(s) and/or advanced provider(s).Job Duties and ResponsibilitiesTelephone 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 pageRetrieve 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 appropriatelyLetters / Clinic Notes:Print/Route letters and clinic notes that are routed to you within 24 hours of receiptEnter Recalls based on path letters and update Health MaintenanceSchedules:Schedule or reschedule clinic or procedure appointments when necessaryProcess schedule change forms within 48 hours of receipt to ensure accuracy and completenessMake sure changes are reflected in Maestro Care within 1-2 weeks and follow up if changes are not madeMake sure all patients are bumped in a timely fashionEnter scheduling inquires and follow up if scheduling issues are not addressed within 3 daysWork closely with CMAs and Nurses to make sure patient questions are answered quicklyReview schedules one week in advance to identify cancellations and potential scheduling errors, communicate to scheduling center as appropriateReview schedules and templates for errorsConduct provider schedule audits to ensure each schedule is accurate every month and every 6 monthsPre-call each clinic patient 5-7 days and in advance to review appointment date, time and location and document appropriately in Maestro CareIdentify and confirm all alternative prep and YPA patients per monthly schedule and document appropriately within Maestro CareSchedule Transplant Consults within 72 hours of receiving the referralSend an appointment letter to the patient and the referring providerReferrals:Send referrals to outside facilities for labs, studies, tests, etc. as requested by providersOutside Records, Powershare, Solarity and Pathology Slides:Make sure that New and Transplant Consult patients have outside records in Maestro Care prior to the appointmentUpload outside medical records to Epic through the Solarity softwareRequest outside images through Powershare or compact diskUpload images into Powershare and enter orders into Epic to complete upload requestRequest outside pathology slides from outside medical facilitiesRequest clinician to enter an interpretation orderDeliver Slides to the Pathology DepartmentInbasket 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 givenFax Box Management:Monitor and distribute the faxes to the resource nurses, staff assistants, or appropriate recipient within 24 to 48 hours of receiptExternal Laboratory Results:Fax laboratory orders to external facilities per the patients requestComplete reminder calls for patients who have labs overdueWhen 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 receiptUpload the documents into Epic through SolarityJob Eligibility RequirementsHigh school diploma or equivalent education required.One-year experience of clerical or general office support required.Job HoursThe 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.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.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.