Provider Support Assistant - GI Admin

Job Summary

We are seeking a Provider Support Assistant to perform administrative responsibilities in support of one or more physician(s) and/or advanced provider(s).

Telephone 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 manner, assist callers by returning their calls within 48 hours and/or routing appropriately
• Retrieve voicemails the same day, record all information and date and time of the message

Letters / Clinic Notes

• 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 Schedules
• Schedule or reschedule clinic or procedure appointments when necessary
• Process schedule change forms within 48 hours of receipt to ensure accuracy and completeness
• Maintain accuracy and completeness of schedule changes by following up with scheduling center if changes are not made
• Ensure all patients are bumped in a timely fashion
• Enter scheduling inquiries and follow up if scheduling issues are not addressed within 3 days
• Work closely with CMAs and Nurses to answer patient questions 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

Referrals

• Send referrals to outside facilities for labs, studies, tests, etc. as requested by providers
• 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
• Deliver Slides to the Pathology Department

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, 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
• Upload results into Duke Box within 24 to 48 hours of receipt
• Upload the documents into Epic through Solarity

Job Eligibility Requirements

• High school diploma or equivalent education required
• One-year experience of clerical or general office support required

Job Hours

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