Administrative Clerk

Duke Health Integrated Practice is an exceptional, multi-specialty physician practice encompassing 140 clinics across North Carolina. We attract and retain premier medical professionals with competitive compensation, benefits, and a nurturing work atmosphere that unites passion and purpose.

Learn more about us: https://dhip.dukehealth.org/about-us

JOB LOCATION

Duke Nephrology - Hock Plaza, 2424 Erwin Road, Suite 605 Durham, NC

JOB SUMMARY

We are seeking an Administrative Clerk to be an integral member of our Nephrology team. This position will provide shared administrative support for 16 General Nephrology faculty physicians, 6 APPs and 10 Fellows in the division of Nephrology.

The position will share responsibilities with 2 other staff assistants in our division office suite where our clinical physician's offices are located. This position is not located in a clinical environment. This role will perform these administrative duties in a confidential nature in support of divisional activities to help maintain efficiency in office operations. The position will report to the Division Administrator.

JOB DUTIES AND RESPONSIBILITIES

• Clinician and Physician Scheduling: Working with the centralized scheduling hub at Duke, assist in accurately making patient clinic appointments, re-scheduling appointments, cancelling clinic(s) and contacting patients; Assist with any pre-calls to patients, if needed; Review physician clinic schedules one week in advance to identify cancellations and potential scheduling errors, and communicate to scheduling center hub and provider as appropriate; Assist with any clinic template changes as needed.

• Assist with receiving faxed patient referrals and outside records for clinic appointments. Provide to the appropriate physician or staff for review, and timely file records with Duke HIM office via scanning.

• In-basket and E-mail messages: Become familiar and assist with appropriate lnbasket and e-mail messages as requested by providers; Pick up, screen, and sort incoming mail and determine which items need immediate attention.

• Telephone responsibilities will include obtaining accurate, complete information on incoming calls, and assisting and directing callers to the appropriate person or group (Appointment Center, Clinic, Nurse, referring offices, etc.). Respond to all voice mails the same day and communicate effectively when paging/contacting physicians. Deliver messages timely and respond as needed to resolve issues.

• Perform various administrative duties such as creating letters of various types to patients, other physicians, and offices within and outside of Duke. Copying and printing documents as needed.
  
  Search and access PDFs as requested, organize them and prepare any for conferences or presentations. Creation and management of all expense reports and timely submission of reports and receipts for reimbursement through the Duke Concur system. Order and issue supplies as appropriate.

• Manage any calendar requests for clinical faculty. This will include setting up meetings, appointments, and conferences as well as creating Zoom meetings, reserving conference rooms, and managing any conflicts to resolution for efficient time management.

• Provide support to the Division Administrator for various human resource activities including working with DOM HR for the hiring process for staff, students, visiting scholars, and volunteers. Coordinate candidate screening process and interviews for open positions.
  
  Assist with coordination of orientation and on-boarding of new employees. Collaborate with DOM HR for visa administration on select employees.

• Performs other related duties as required.

JOB ELIGIBILITY REQUIREMENTS

• Work requires knowledge of basic grammar and mathematical principles normally equivalent to a high school education.

• Work generally requires three months of clerical or general office support experience to become familiar with activities involved with providing routine clerical support.

JOB HOURS

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

Some roles within our organization may encompass essential job functions requiring distinct physical and/or mental capabilities. Further details and accommodation requests will be addressed by individual hiring departments.

Duke Health Integrated Practice is dedicated to Equal Opportunity Employment, fostering a diverse workforce without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

We aspire to build a community grounded in collaboration, innovation, creativity, and belonging. Our shared achievements rely on a dynamic exchange of ideas, flourishing best when a multitude of perspectives, backgrounds, and experiences thrive. Upholding these values is a collective responsibility within our community.

This job description aims to outline representative responsibilities for this title, not an exhaustive account of specific duties. Employees may be assigned job-related tasks beyond those explicitly outlined here.

Nearest Major Market: Durham

Nearest Secondary Market: Raleigh