Provider Support Assistant - Epilepsy & Sleep Admin

Duke Health; Durham (NC); On-site; USD 21,000 - 30,000; Full time

Job summary

Duke Health is seeking a Provider Support Assistant to handle administrative duties and support departmental activities at Duke South Clinics in Durham, NC. You will facilitate patient appointments, manage records, and coordinate multiple clinic workflows with a focus on accuracy and confidentiality.

The role requires critical thinking, independence, and the ability to manage multiple priorities to support providers and staff in a fast-paced clinical environment.

Qualifications

• High school diploma or equivalent required.
• One year of clerical, office support, or related experience preferred.

Responsibilities

• Coordinate patient appointments and office workflows.
• Upload external records to Maestro Care for new patients and referrals.
• Scan medical records and manage image uploads via Epic Powershare.
• Submit schedule changes using Service Now and Q-Genda; reschedule within 45 days as needed.
• Handle travel reimbursements and maintain documentation following deadlines.
• Answer inquiries and respond to In-basket messages per department guidelines.
• Provide general office support, including mail, faxes, and supply ordering.

Skills

Administrative skills

Organizational skills

multitasking

Education

High school diploma or equivalent

Tools

Epic

Maestro Care

Service Now

Q-Genda

Job description

At 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

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

Duke South Clinics – 40 Medicine Circle, Durham, NC

JOB SUMMARY

We are seeking a Provider Support Assistant to perform administrative and secretarial duties of a complex and confidential nature in support of departmental or divisional activities. Facilitate patient appointments and office/practice workflows. Requires critical thinking skillset with the ability to work independently and manage multiple priorities and deadlines.

JOB DUTIES AND RESPONSIBILITIES

• Ensure outside records are in Maestro Care for new patients, second opinions, and self-referrals prior to the appointment. Responsible for uploading external patient images through Powershare and scanning medical records into Epic. Submit schedule change requests using Service Now and Q-Genda. Reschedule patients that need to be cancelled within 45 days of the clinic date. Coordinate urgent appointment requests as directed by the providers. Manage schedules for multiple clinic locations. Review schedules for errors and address with the appropriate department. Respond to In-basket messages in accordance with departmental protocols. Place appointment reminder calls to patients. Sort and distribute mail and faxes.
• Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations. Critical thinking analysis to determine which correspondence to respond to or which to bring to manager’s attention based on content of communication and broad knowledge of division/department programs and activities.
• Attend meetings to take minutes, provide information and serve as a resource person. Liaison for administrative personnel and external agencies concerning scheduling guidelines and divisional policies and procedure.
• Submit Employee Travel & Reimbursement expenditures on behalf of providers, ensuring appropriate cost objects and GLs are used and expenditures have necessary documentation, are allowable, and are cleared by established deadlines. Bring any questionable expenses to the attention of the Division Administrator and/or Grants and Contracts Administrator. Review weekly reports from Employee Travel & Reimbursement, following up with corporate cardholders to ensure expenditures have necessary documentation and are cleared by established deadlines. Submit reimbursements for travel and purchase, submit check requests for faculty.
• General office management: calendar management, scheduling meetings, general correspondence, and ordering supplies.

JOB ELIGIBILITY REQUIREMENTS

• High school diploma or equivalent education required.
• One year of clerical, office support, or related experience is required; or an equivalent combination of relevant education and/or experience.

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.

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.

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.