Administrative Assistant - Duke Homecare and Hospice

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.

About Duke HomeCare & Hospice

Pursue your passion for caring with Duke HomeCare & Hospice, which offers hospice, home health, and infusion services across the region, as well as serves as the home forthe Duke Caregiver Support Program. Team members work closely with a patient's physician to provide comprehensive, individualized care in the comfort of their home or at our inpatient hospice facility in Durham, NC.

Work arrangement - Hybrid

12 Moore Drive, Suite 200

Durham, NC 27713

JOB SUMMARY

The Administrative Assistant - Referral Center provides advanced administrative and medical support to the Referral Center team. This role requires a strong background in medical terminology and health care documentation in order to accurately transcribe provider orders, create and manage patient charts EMR system, and ensure smooth referral processing. The position has a focus on coordination, accuracy, and effective communication across multiple service lines.

• Implement and support appropriate information systems, workflows, and administrative processes in support of Referral Center operations.
• Process incoming referrals by reviewing for completeness, creating and maintaining records in electronic systems, and routing to appropriate personnel and departments according to established workflows.
• Create, maintain, and update referral and administrative records across multiple electronic systems, ensuring accuracy, completeness, and timely documentation.
• Independently prepare and maintain administrative documentation, reports, charts, tracking tools, graphs, and spreadsheets at designated intervals and as requested.
• Monitor Referral Center EMR and work queues, triaging referrals and inquiries to appropriate teams while exercising sound judgment and discretion.
• Prioritize, triage, and resolve a high volume of inquiries received via phone, email, fax, and in person; escalate issues as appropriate.
• Manage incoming faxes and electronic documents by attaching records to appropriate files and distributing information to relevant internal teams.
• Provide administrative support to Referral Center leadership, program manager, and support staff to facilitate efficient referral workflows.
• Communicate referral-related information, documentation, and updates to appropriate internal departments and external partners in a timely and professional manner.
• Maintain and update referral source data, including databases and tracking tools; monitor and update physician licensure and NPI information as required.
• Plan, organize, and schedule work priorities in alignment with program goals, deadlines, and operational needs.
• Collaborate with internal departments to support coordination of referral workflows and operational continuity.
• Participate in team meetings, training sessions, and performance improvement initiatives.
• Provide weekend or after-hours coverage on a rotating basis, as assigned.
• Maintain confidentiality of patient, employee, and organizational information at all times.
• Demonstrate professional behavior, appearance, and conduct consistently with organizational standards.
• Perform other related administrative duties incidental to the work described herein or as assigned.

High school education or equivalent.

• Two years of administrative support experience in a health care or medical office setting.
• Experience with referral intake, chart management, or order transcription preferred
• Prior experience working with electronic health records (EMR) systems strongly preferred.

• Strong knowledge of medical terminology and ability to accurately transcribe provider orders.
• Proficiency in electronic health record systems
• Strong organizational skills with the ability to prioritize and manage multiple tasks in a fast-paced environment.
• Excellent verbal and written communication skills to interact effectively with providers, patients, and staff.
• Ability to collaborate with interdisciplinary service lines (Home Health, Hospice, Infusion).
• Strong attention to detail, accuracy, and confidentiality (HIPAA compliance).
• Proficiency in Microsoft Office applications (Word, Excel, Outlook).

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