• Location: Durham, NC
  • Posted: Jul 12, 2019

Job Description

School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nations top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

Provide administrative coordination of a variety of business and clinic related functions such as scheduling, billing, operations, and project management for a large, complex and active University department.

Work Performed

Clinic Interaction
Liaison between clinic leadership, provider, and division personnel
Monthly meeting with clinic leadership (Meet with each nurse manager/HCA)
Review of Customer Service scores/Press Ganey Surveys
Negotiate for clinic space with Nurse Managers & HCAs
Investigate all high-level incidents reported to Clinical Ops involving two or more entities (e.g. Divisions, Clinics, Hub, PRMO, Cadence, DHTS, etc.) Division Interaction
Access Projects
Liaison between division and department Resource for division personnel
Oversee the approval letters process for risk management regarding provider credentialing for all off site locations, following Coordinator completion and updates
Oversee provider change forms following Coordinator completion
Work with providers and PDC regarding letters to patients for moves and terminations/resignations.
Investigate all high-level incidents reported to Clinical Ops Duke Health Access Services Interaction
Overall administrative oversight & liaison of Pediatrics Scheduling Hubs
Scheduling guidelines oversight, review, and updates
Monthly scheduling meetings with each division/program
Collaborate and coordinate with Duke Health Access Services leadership related to scheduling center processes, standards and initiatives
Attend monthly staff meeting for Duke Childrens schedulers Physician On-Boarding
Space Planning Master Template creation Attend new provider enrollment
Ensure resources are available Committee Attendance
DHAS Support Services Advisory Committee Template Review Committee
Ambulatory Executive Committee
CHC Outpatient Division Staff Meeting PDC/Health Center Administrator Meeting
DHAS Executive Meeting
Pediatric Review Board Meeting Attendance
1:1 Weekly Meeting with Director of Clinical Ops
Clinical Ops Team Weekly Meeting
CFS-Peds Review Board Weekly Meeting
SBM monthly meetings to disseminate Dept.s feedback to Divisions as a whole & collect Divisions feedback to Dept. on specific policies & performance
AC monthly meetings Division Faculty Meeting as needed (to present to providers and their address concerns) CHC/LB Ops monthly meetings
OP Scheduling Center Exec monthly meetings
Scheduling Hub Bi-monthly meetings as needed (e.g. months leading up to the roll out major process changes and/or months immediately following the go-live)
Hub Gen Peds Bi-monthly meetings Peds Stakeholder Group Meetings
Special/Ad Hoc Committee meetings, as needed (e.g., Gifts/Grants)
Semi Annual Ambulatory Network Meeting Meeting Management
Prep for & Lead the following meetings: o 1:1 with DHAS Peds Access Center Manager weekly meetings, consistently o 1:1 with Performance Services monthly o Template Review Committee monthly meetings o Access Projects Committee quarterly meetings o Decision Tree quarterly meetings o Peds Dept. Admin Meeting (bi-monthly) Scheduling/Template Management
Oversight all aspects of patient scheduling compliance
Oversee all master template changes for Cadence for existing, new and terminating providers o Work with Provider and Division Administrator to negotiate appropriate template (number of new slots, length of visit types, start time, end time, etc.) o Manage template changerequests Negotiate appropriateness of change Evaluate impact on rework of clinic cancellations and rescheduling patients Evaluate scheduling efficiencies Evaluate impact on clinic space Evaluate impact on provider dashboards
Track physician clinical expectations
Track clinic schedules and sites
Monitor clinic cancellation requests and address those requests that are submitted less than 45 days in advance per Department & PDC policy
Coordinate new clinic programs/multi-disciplinary clinics (i.e. cleft palette, NM clinic, lupus, hyperlipidemia)
Work with HCA to request new DEP, cost center, etc. for new and closing clinic locations
Review room utilization for clinic and service growth Department Projects
Regular collaboration with performance services to further analyze data
Clinic access and scheduling processes for all pediatric clinic sites
Project management (i.e. Cadence, Decision Trees, Access, etc.)

Perform other related duties incidental to the work described herein.

Strongly preferrelated business or clinic experience to acquire competence in clinic operations and coordination of major administrative functions.

Minimum Qualifications


Work requires a general business back ground generally equivalent to a bachelor's degree in a business related field.


Work requires 4 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Duke University 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.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideasan 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.

Duke Health

705 Broad Street
Durham, NC 27708

Phone: (919) 684-5600

Fax: (919) 684-5600



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