Provider Support Assistant - Pediatrics Medical Genetics

Duke Careers; Durham (NC); On-site; USD 40,000 - 50,000; Full time

Job summary

Duke Health is seeking a Provider Support Assistant in the Department of Pediatrics, Division of Medical Genetics in Durham, NC. You will provide complex administrative support, coordinate patient scheduling, manage records, and facilitate communications among patients, families, physicians, and clinical staff.

You will use Epic (Maestro Care) and other systems to support scheduling, referrals, and patient access, while maintaining confidential information and contributing to the division’s

Qualifications

• High school diploma or equivalent education required.
• One year of clerical, office support, or related experience is required.
• Knowledge of patient scheduling, referral coordination, and medical office operations.
• Ability to effectively communicate with patients, families, providers, and referring offices.
• Proficiency in Microsoft Office applications and Epic (Maestro Care).

Responsibilities

• Coordinate and schedule new and follow‑up patient appointments and procedures.
• Communicate with patients, families, referring providers, physicians, and advanced practice providers.
• Serve as a primary communication liaison between providers, patients, and referring offices.
• Coordinate services across multiple Duke Health locations and departments.
• Send, receive, and track referrals and medical records as requested.
• Utilize Epic (Maestro Care) and other systems for scheduling and registration.
• Answer and triage telephone calls and prepare correspondence and notices.
• Maintain confidential information in accordance with policies and HIPAA.

Skills

Patient scheduling

Care coordination

Provider support

Communication liaison

Office administration

Team coordination

Record management

HIPAA & confidentiality

Education

High school diploma or equivalent

1 year clerical/office support experience

Tools

Epic (Maestro Care)

Microsoft Office

Job description

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Provider Support Assistant - Pediatrics Medical Genetics

Work Arrangement:

Requisition Number: 277226

Regular or Temporary: Regular

Location:

Durham, NC, US, 27710

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 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

Department of Pediatrics, Division of Medical Genetics – GSRB1 905 S. LaSalle Street, Durham NC 27710

JOB SUMMARY

We are seeking aProvider Support Assistant to provide complex, confidential administrative support for the Division of Medical Genetics within the Department of Pediatrics serving as a key resource for divisional clinical, academic, research, and operational activities. Support one or more physicians and/or advanced practice providers through coordination of schedules, management of communications, maintenance of records, and facilitation of patient, provider, and departmental operations. Perform a broad range of administrative duties that contribute to the efficient functioning of the division and support its patient care, educational, and organizational objectives.

JOB DUTIES AND RESPONSIBILITIES

Patient Scheduling, Care Coordination, and Provider Support:

• Coordinate and schedule new and follow‑up patient appointments, clinical evaluations, hospital admissions, outpatient procedures, laboratory services, and radiologic studies, including imaging requiring sedation.
• Communicate with patients, families, referring providers, physicians, and advanced practice providers regarding appointments, referrals, treatment plans, prescriptions, and visit‑related questions.
• Serve as a primary communication liaison between providers, patients, and referring offices, ensuring timely and accurate exchange of information.
• Coordinate services across multiple Duke Health locations, departments, and providers to support continuity of care.
• Send, receive, and track referrals, medical records, and supporting clinical documentation as requested by providers.
• Utilize Epic (Maestro Care) and other electronic systems to perform scheduling, registration, referral management, and patient access functions.
• Perform appointment‑related activities including scheduling, rescheduling, cancellation processing, patient communication, and dissemination of appointment instructions and directions.

Administrative Operations and Communication Management:

• Answer and triage telephone calls, document and relay messages, and ensure timely communication with physicians, nurses, patients, and external providers.
• Prepare, compose, edit, and distribute correspondence, reports, memoranda, form letters, and other administrative documents.
• Manage incoming faxes, mail, electronic communications, and other departmental correspondence.
• Schedule meetings, coordinate calendars, make travel arrangements, and arrange appointments as needed.
• Maintain confidential information in accordance with organizational policies and regulatory requirements.

Records Management and Documentation:

• Maintain, file, retrieve, and organize patient and departmental records in accordance with established procedures and record retention requirements.
• Research and resolve missing or incomplete records and documentation.
• Compile, update, and distribute medical summaries and supporting documentation to patients, providers, and external entities as appropriate.

Process Improvement and Departmental Support:

• Support operational initiatives designed to improve clinic workflow, patient access, and administrative efficiency.
• Maintain and organize patient intake materials, educational resources, and other departmental documents.
• Participate in team meetings and collaborative planning activities to coordinate patient care and departmental operations.
• Assist with special projects and perform other related duties as assigned in support of divisional and departmental objectives.

The intent of this job description is to provide a representative summary of the types and level of duties and responsibilities assigned to positions classified under this title. It is not intended to be an exhaustive list of all duties and responsibilities required of every position. Employees may be assigned other job‑related responsibilities and tasks not specifically identified in this description as necessary to meet departmental, divisional, or organizational needs.

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.
• Knowledge of patient scheduling, referral coordination, and medical office operations.
• Ability to effectively communicate and build professional relationships with patients, families, providers, and referring offices.
• Strong customer service skills with the ability to handle sensitive inquiries professionally and compassionately.
• Proficiency in Microsoft Office applications and electronic health record systems, including Epic (Maestro Care).
• Ability to coordinate multiple appointments, procedures, referrals, and provider schedules while maintaining accuracy and attention to detail.
• Knowledge of medical terminology, healthcare documentation practices, and confidentiality requirements, including HIPAA and PHI standards.
• Strong organizational, time‑management, and problem‑solving skills with the ability to prioritize work in a fast‑paced environment.
• Ability to work independently and collaboratively while preparing correspondence, maintaining records, and supporting departmental and provider needs.

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.

Nearest Major Market: Durham
Nearest Secondary Market: Raleigh

Read more about Duke's commitment to affirmative action and nondiscrimination at hr.duke.edu/eeo.