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.

General Description of the Job Class

  • Plan, coordinate and participate in the establishment and operation of specialized programs or projects. Develop, coordinate and advise on policies related to specific activities.
  • This is demonstrated by: The Transplant Program Specialist serves as the expert resource for the organ specific transplant program. This position is responsible for initiating the coordination of multidisciplinary (medical, surgical, psychosocial) care and other required ancillary appointments across the care continuum from referral to transplant in a clinically-appropriate manner—as outlined by the transplant team.
  • The Transplant Program Specialist serves as the main contact point for new patients and referring physicians. The Transplant Program Specialist collects all clinical information from patient/referral source, expedites communication and the completion of patient evaluations for transplantation by coordinating with the PRMO Transplant Patient Financial Coordinator, the Transplant Nurse Coordinator, the patient, the referring physician, and insurance company case managers.
  • This position will promote access to the transplant program from referral sources within the community and across the region through coordinating the referral process, ensuring authorization for transplant services, and facilitating communication between the transplant program and the patient/referring physician.

Duties and Responsibilities of this Level

  • Plan, coordinate and participate in the implementation of activities including, but not limited to, seminars, conferences, workshops, short courses, clubs, shows, public events, and other related programs. Develop and coordinate new ideas and concepts for program themes. Coordinate all program logistics, materials, and resources.
  • Provide administrative assistance to departmental staff within assigned areas to support the accomplishment of program objectives. Develop, coordinate and advise staff regarding relevant policy.
  • Plan, coordinate and administer activities of assigned programs to include developing , implementing , and supervising related procedures, processes, services and systems. Train employees in proper methods and procedures and ensure correctness of work.

The above duties are demonstrated by the following:
New Patient Intake & Care Coordination

  • Receives and reviews all patient referrals for assigned transplant program.
  • Coordinate referrals according to the program requirements and criteria to ensure that necessary demographic and clinical information is obtained.
  • Facilitate review of patient referral information to determine candidacy for evaluation by transplant program.
  • Collaborates with transplant clinicians to determine need for urgent versus routine evaluation; and to execute the services (tests and consults) necessary for transplant evaluation.
  • Collaborate with PRMO Transplant Patient Financial Counselors to ensure authorization for evaluation services at Duke.
  • Provides scheduling services when requested.
  • Communicates medical acceptance and status of consult requests to care the multi-disciplinary transplant team and patient.
  • Maintains current knowledge of program patient selection criteria and the standard test/consults necessary for evaluation of transplant candidacy.
  • Displays analytical thinking to gather additional referral information not available on initial contact but needed to coordinate care appropriately by communicating with the referral source, patient and organ specific transplant team.
  • Communicates any missing requested materials from patient and/or referral source to organ specific transplant nurse coordinator prior to patient appointment(s)
  • Demonstrates understanding of multidisciplinary team members needing to meet with the patient based on the patient need for initial and ongoing evaluation services to determine transplant candidacy.
  • Manages the experience and flow of new patients throughout the clinics in conjunction with multidisciplinary transplant team and the clinic administrative team
  • Prepare for multidisciplinary patient and donor selection conferences. Collect and prepare all necessary patient information including conference agendas, attendance sheets, and medical records. When delegated by the coordinator follow-up with action items determined at the meetings.
  • Review office correspondence including all patient notification and medical necessity letters, for accuracy of information, notify Director when necessary.
  • Maintain presentation materials including new patient welcome material, transplant education class material, testing instructions/ procedures. Update as requested by coordinator or director.
  • Maintain template letters, update when directed by transplant coordinator or director.
  • Contributes to team discussions in a positive and productive manner.
  • Maintains liaison with other programs, offices, and departments at Duke to coordinate program business and accomplish department objectives.
  • Through delegation from the TPFC or transplant coordinator may provide written or oral follow up on evaluation status.

Advise supervisor as to the status of current activities and additional or expanded program requirements. Make recommendations for solutions to problems identified.

Monitor and evaluate program effectiveness, investigate trends, and recommend and implement modifications to improve program effectiveness.

Coordinate and / or participate in public relations activities to include preparing and supervising the production of brochures, bulletins, newsletters, and other promotional materials and / or publications, preparing press releases, designing ads and fliers, and responding to inquiries. Develop plans and schedules for release of publicity materials.

Maintain liaison with other programs, offices, and departments at Duke to coordinate program business and to accomplish program objectives. Interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.

Assist in the preparation of budgets and grants. Monitor, verify and reconcile expenditure of budgeted funds as appropriate.

Prepare reports and conduct preliminary analyses setting forth progress and adverse trends. Provide input into appropriate program recommendations or conclusions.

Perform other related duties incidental to the work described herein.

The above duties are demonstrated by the following duties:

  • Assists the Program administrative and clinical directors in evaluating patient demand for clinical services and communicate concerns and potential solutions.
  • Meets the Service Standards as defined by Duke Medicine and Transplant Services
  • Maintain require patient records, reports and statistics for administrative purposes; ensure compliance with established clinic policies procedures, objective, quality assurance, safety, environmental and infection control.
  • Assist with projects and duties of highly confidential nature in using independent judgment, analytical ability and self-direction.
  • Upon request of the transplant coordinator will prepare correspondence to the referring MD on post transplant status.
  • Complete charge entries for all transplant episodes and deceased donor organ registrations.
  • Performs other duties as assigned.
  • Follow up on protocolized laboratory surveillance when requested by coordinator. This could include increase risk laboratory monitoring, BK virus monitoring, post txp laboratory monitoring.
  • Adhere to schedule to ensure customer availability and demonstrate flexibility to schedules according to patient or call volume, and staffing needs. Works as a team member towards common goals. Provide cross coverage for Medical secretaries or scheduling coordinator as directed.
  • Serves as a resource for department staff regarding office flow and work products.
  • Order supplies as requested by AD, Fed ex expenditures monitoring and other shipping costs a identified by the AD.

Required Qualifications at this Level


Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program with one year of experience in program administration or event production.


Two years of postsecondary education with three years of experience in program administration or event production.

Degrees, Licensure, and/or Certification

Knowledge, Skills, and Abilities

  • Requires the ability to operate a personal computer using various types of word processing; spreadsheet and/or database software.
  • Requires ability to type.
  • Requires ability to keep current on new skills and learning opportunities related to field.
  • Requires ability to apply knowledge of departmental functions and specialized terminology applicable to the departments.
  • Requires ability to apply knowledge and understanding of hospital and department policies and procedures.
  • Requires analytical skills and the ability to work with financial figures.
  • Requires excellent interpersonal communication skills and the ability to exercise tact and discretion.
  • Requires the ability to handle discretionary and confidential information.
  • Requires the ability to remain flexible in order to handle and prioritize workload from various sources.

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.




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Job No:
Posted: 2/17/2021
Application Due: 5/18/2021
Work Type: Full Time