Medical Secretary at Duke University

Posted in Other 17 days ago.

Location: Durham, North Carolina

Job Description:

Duke University Hospital is consistently rated as one of the best in the United States and is known around the world for its outstanding care and groundbreaking research. Duke University Hospital has 957 inpatient beds and offers comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center; a major surgery suite containing 51 operating rooms; an endo-surgery center; an Ambulatory Surgery Center with nine operating rooms and an extensive diagnostic and interventional radiology area. In fiscal year 2018, Duke University Hospital admitted 42,916 patients and had 1,085,740 outpatient visits in fiscal year 2017.

U.S News & World Report named Duke University Hospital #1 in North Carolina and #1 in the Raleigh-Durham area in 2018-19.

Duke University Hospital is ranked in the top 20 nationally for seven adult specialties, including cardiology and heart surgery, nephrology, ophthalmology, orthopedics, pulmonology, rheumatology, and urology.

In addition to its hospitals, Duke Health has an extensive, geographically dispersed network of outpatient facilities that include primary care offices, urgent care centers, multi-specialty clinics and outpatient surgery centers.

Location: Durham 27710

Schedule: 8a-4:30p

General Description

Perform secretarial duties in support of general medical office activities to relieve medical professional personnel of clerical and administrative details and to maintain an efficient and effective operation.

Duties and responsibilities of this level (Health System Level in italics)

Screen and sort mail and documents; respond to routine items not requiring supervisor's attention according to instructions and standard practices.

Department Level Duties

  • Screen, distribute, and manage fax server for assigned organ program.

  • Ensure mail is completed to and reaches the outgoing mail box at appropriate time to ensure prompt delivery.

  • Ensure preparation of records to include labeling or cover for scanning to HIM, CD's to radiology, and pathology.

  • Complete training module for scanning and be able to perform scanning operations upon request.

  • Pull and file weekly charts. (heart)

  • Print progress notes for clinic visits.(heart)

  • Minimize use of Fed Ex for unavoidable communication mailings to patients.

  • Retrieve mail from program incoming mailbox for distribution on a daily basis.

Set up and maintain office files of patient records, reports, and correspondence and miscellaneous information in an organized fashion.

  • Efficient use of Maestro care to document information, utilization of reports, work cues, and messaging.

  • Utilization of LabDe for validation of externals labs and lab order entry as indicated, requesting of new performing labs, lab details pending reconciliation.

  • Ordering of patient education materials from copy center, maintaining adequate supply to meet program needs.

  • Preparing and sending program letter or other requested correspondence to patients or agencies by medical professional staff.

  • Preparing evaluation, education class and annual patient packets, maintaining adequate supply.

  • Ordering or communicating the need for supplemental brochures to AA if payment needed.

  • Prepare new charts for new patients per office procedure( heart)

  • Complete CTIL requests per office procedure (living donor)

  • Prepare orders for Allomap testing and fax orders(heart)

  • Initiate service now tickets to add labs in labDe / update referring physician names and numbers.

  • Print and mail dialysis status reports to all dialysis units upon request of the AD, prepare envelopes, create labels, and mail.

Take or transcribe dictation; type medical reports and summaries, patient histories, operative notes, manuscripts and letters from rough draft to final copy ensuring accuracy and completeness. Operate general office machines to include regular typing and word processing equipment, copy machines, calculators and transcription equipment.

  • Trouble shoot office machines, notify appropriate AA.

  • Ordering of supplies for assigned program as requested.

  • Ordering of printed materials from Universal printing, Copy Center as indicated.

  • Prepare envelope supplies with cost center bar code.

  • Maintain confidentiality in all correspondence.

Answer telephone, screen calls respond to routine questions and take messages to accordance with physician's instructions; serve as receptionist for office or clinics as necessary ; greet patients, make appointments or proper referrals according to instructions and procedures; prepare documents and materials for clinics and / or patient admissions as requested. Maintain physician's calendar of appointments and schedules, preparing materials and bringing pertinent times and dates to his/ her attention as requested.

  • Provide phone coverage for DTC incoming call to all programs, screening, providing information to routine questions, and directing to destination as out lined by call management guide.

  • Scheduling ABPM testing and follow up as requested (living donor).

  • Follow up on specimens/ packaging for CTIL testing.

  • Calling for missing laboratory testing as requested by medical professional staff. Trouble shooting if testing has been completed and communication back to staff on completion.

  • Access of Lab Corp/ Quest portal for lab retrieval.

  • Working with customer service representative from lab to ensure accurate delivery of lab results.

  • Maintain knowledge of all programs and activities to act as a resource for any caller.

  • Retrieves after hours and overflow voice mail as assigned.

  • Severe weather and holiday office closures recording of message for callers to DTC.

  • Follow workflows for scheduling of appointments for all Duke Transplant Center Programs and assigned duties.

  • Attends Medical Secretary Meetings, demonstrate teamwork and seek feedback about performance.

  • Identifies resources for personal development at DUH - Online education modules, workshops, and EDI and present request to SAM or AD.

Perform other related duties incidental to the work described herein.

  • Maintain OESO training.

  • Precept new staff members.

  • Attend programmatic QAPI meetings.

  • Cross coverage as needed to all programs in Duke Transplant Center.

  • Other duties as assigned by SAM or Administrative Director.

  • Attend DTC All-Staff Meeting, unless out on PTO.

  • Attend team huddles and upon request, organ group huddles.

  • Attend organ group retreats.

  • Attend outreach events upon request of SAM or AD.

  • Work will be performed in DTC location as determined by SAM or AD.


Work requires a general educational background normally equivalent to a high school education.


Work requires two years of related medical clerical experience sufficient to acquire skills in transcribing medical terminology, office organization and communications.

A completed medical secretarial program (nine months up to two years accredited program) may be substituted for equivalent experience.

* An optional typing speed of 50 correct words per minute may be required.


Degrees, Licensure, and/or Certification


Knowledge, Skills, and Abilities





















Distinguishing Characteristics of this Level


Duke 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 essentialjob 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.