Staff Assistant, Scheduling

North Carolina, United States
26 May 2019
End of advertisement period
26 Jul 2019
Contract Type
Full Time

Clinical Responsibilities:

  • Schedule and Reschedule patients based on faculty’s template
  • Add fellow clinics when appropriate
  • Monitor schedules and try to decompress overbooked clinics by rescheduling patients as necessary
  • Monitor schedules to ensure patients are scheduled correctly and reschedule patients as needed
  • Answer patient phone calls 
  • Ensure all clinical notes are received prior to new patient appointments.  If there are notes that are outstanding contact the referring physicians office prior to the patients appointment 
  • Ensure all paperwork (FMLA, school/work notes, insurance paperwork) is completed and returned to the patient in a timely manner
  • Create and mail new patient information packets
  • Print and mail patient No-Show letters
  • Submit Schedule Change Request form when bumping, adding or making template edits for faculty

Administrative Responsibilities

  • Manage faculty’s Outlook Calendar 
  • Organize meetings for faculty ensuring there are no scheduling conflicts  
  • Licensures – keep all licenses up-to-date for your faculty
  • Credentialing – assist in completion of credentialing packets for faculty; obtain appropriate signatures; and submit by dates indicated
  • Travel arrangements:  travel, hotel, rental cars, provide faculty with confirmation numbers and itinerary
  • Process faculty reimbursements in a timely manner
  • Submit faculty’s time away in QGenda in a timely manner
  • Screen mail and handle appropriately
  • Compose/edit letters on behalf of your faculty 
  • Provide coverage for other retina staff assistants when they are out of the office

Location Durham


Job Family Level 07

Full Time / Part Time FULL TIME

Regular / Temporary Regular

Shift First/Day

Minimum Qualifications

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 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.


Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post secondary education in secretarial science or a related business field.


Work generally requires two years of related secretarial/clerical experience to acquire skills necessary to administer office functions related to office management, communications, and budgetary/accounting activities.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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