The Private Diagnostic Clinic (PDC) of Duke Health is the world-class, multi-specialty physician practice comprised of 140 clinics located throughout North Carolina. The PDC recruits the top physicians and employees and retains them by offering competitive salaries and benefits and a supportive work environment where passion and purpose connect.

To learn more about our culture, visit: https://www.youtube.com/watch?v=D4Mq59-No-k

We are seeking an Administrative Assistant / Access Coordinator for Gastroenterology located in Durham, NC to perform administrative responsibilities of a complex and confidential nature in support of major departmental activities to maintain efficiency in organizational operations.

• You have excellent communication, computer and multi-tasking skills.
• You seek to deliver outstanding customer service with each and every interaction.
• You are detail oriented, conscientious and take pride in ensuring accuracy in your work.

• Serve mission critical role as the “air traffic controller” for provider schedules
  • Must think strategically, juggle provider schedules, prioritize work and ensure that all our provider templates are accurate and fully utilized
  • 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
  • Process schedule change forms within 48 hours of request ensuring accuracy and completeness
  • Ensure changes are reflected in MaestroCare
  • Generate a scheduling inquiry to hub upon discovery of a scheduling error to ensure all patients are scheduled with correct providers. Process schedule inquiries and ensure there is follow-up
  • Work closely, collaboratively, and in partnership with the Scheduling Hub and Front Desk
  • Manage 45 Day bumps
  • Manage urgent clinic and procedure scheduling
  • Manage provider depots for cases created
• Collaborate with Division Leadership
  • Multi-site responsibility across all GI hospitals, outpatient clinics and procedure sites
  • Diagnoses and continuously improves scheduling inefficiencies while engaging necessary faculty, staff, and leadership
  • Attend meetings, workgroups, scheduling center bi-weekly staff meetings, etc. as requested to improve teamwork and communication
• Lead the implementation of access initiatives
  • Continuously develops, assesses, adapts, and changes strategy to optimize appointment availability and provider schedules
  • Communicate with Front Desk and/or APPs regarding orders and work queue

• Compile information and feedback for performance reviews
• Assist callers (Outside medical providers, laboratories, pharmacies, and patients) or direct callers to the appropriate person or group (Appointment center, clinic, nurse, transplant, and provider)
• Print/Route letters and clinic notes
• Enter Recalls based on path letters and update Health Maintenance
• Work closely with CMAs and Nurses to make sure patient questions are answered quickly
• Review schedules to identify cancellations and potential scheduling errors, communicate to scheduling center as appropriate
• Review schedules and templates for errors
• Conduct provider schedule audits
• Request outside images; upload images and enter orders to complete upload request
• Request outside pathology slides from outside medical facilities; deliver Slides to Pathology Department
• Respond to Inbasket and e-mail messages and complete requests.
• Fax box management
  • Monitor and distribute faxes to the resource nurses, staff assistants, and others

• High school education or equivalent.

• Two years of administrative support experience of increasing variety and/or complexity

KNOWLEDGE, SKILLS, ABILITIES

• Maestro Care experience required.
• Excellent communication skills
• Ability to multi-task and work on several projects simultaneously

ADDITIONAL INFORMATION

The Private Diagnostic Clinic 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.

The PDC 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