Medical Secretary

Duke University
Closing date
Sep 16, 2021

View more

Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

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.


Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

Find Us

Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert