Medical Secretary - Garden City

NYU Langone Health • Garden City, NY

11h • $56,873 - $56,873 • Onsite

About The Position

The Medical Secretary performs administrative and clerical tasks that support daily practice operations. The role schedules patient visits and procedures in collaboration with other areas of the Medical Center, handles patient calls, and maintains efficient provider schedules.

The successful candidate supports physician and practice operations, patient access, and patient experience. Duties include managing appointments, waitlists, referrals, authorizations, records, messages, correspondence, and provider calendars; coordinating with patients, pharmacies, clinicians, and other NYU Langone sites; and helping ensure timely, accurate, and confidential communication. The secretary also upholds NYU Langone Health’s service standards and helps foster a positive patient experience.

Requirements

• High school diploma.
• One year of prior physician practice experience and knowledge of medical terminology, or an equivalent combination of education and experience.
• Written and oral communication skills and the ability to communicate effectively with all levels of the organization.
• Excellent organizational skills and ability to prioritize multiple tasks, projects, and assignments.
• Exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office and an electronic health record system; EPIC is preferred.
• Light, accurate keyboarding skills.
• Ability to complete multiple tasks efficiently and thrive in a team environment focused on a positive patient-care experience.
• Maintain confidentiality and refer medical diagnosis or treatment questions to an RN or provider.

Nice To Haves

• Intermediate knowledge of computer-based scheduling, appointment programs, or the EPIC EHR system is strongly preferred.

Responsibilities

• Schedule appointments for visits, treatments, and procedures; review confirmation responses and manage waitlists.
• Communicate appointment instructions, preparation requirements, forms, updates, and scheduling changes to patients.
• Obtain service authorizations; initiate and follow up on pre-authorizations and appeals, and arrange peer-to-peer communication when required.
• Answer and screen calls, take messages, address non-clinical questions, and route inquiries to the appropriate contact. Refer questions about diagnosis or treatment to a nurse or provider.
• Handle, organize, and distribute mail and faxes; prepare routine letters, forms, memoranda, labels, and other documents.
• Support patient access by greeting patients, collecting information, answering questions, and directing requests for assistance appropriately.
• Review assigned in-basket messages and patient emails before routing them to the appropriate provider; follow up with physicians on outstanding patient-care messages.
• Provide non-clinical instructions for upcoming appointments and procedures, promote MyChart sign-up, and communicate referral or authorization status.
• Reschedule patients when physicians are unavailable or block their schedules, and manage physician calendars and invitations.
• Follow scanning guidelines and process paper and electronic documents, including scanning, uploading, and forwarding information in EPIC.
• Release medical records in accordance with HIPAA and FGP ROI procedures, document disclosures in EPIC, and fulfill requests within 10 days.
• Complete forms accurately and legibly, obtain signatures, and forward clinical-information sections to appropriate clinical staff.
• Receive prescription refill requests, locate prescriptions in the EMR, and route requests to an RN, LPN, or provider for evaluation or processing; communicate with patients and pharmacies about related demographic, insurance, or status questions.
• Manage Patient, Referral, and Authorization work queues and obtain and document referrals in EPIC.
• Collaborate with other NYU Langone sites, the Patient Access Center, Central Billing Office, colleagues, and site management to support continuity of care and a positive patient experience.
• Maintain professional relationships and effective communication with physicians, nurses, office staff, patients, and colleagues.
• Prioritize assignments and complete work accurately and on time as workload, deadlines, or requirements change.
• Participate in training staff on registration and office policies and responsibilities, and provide guidance to less senior staff as appropriate.
• Remain current on best practices, policies, protocols, workflow updates, FOCUS trainings, and job-related tasks.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Promote NYU Langone Health’s mission, vision, values, FGP Service Strategy CARES, and Access Agreement principles; use the LEARN model for service recovery and escalate issues when appropriate.
• Share opportunities to improve patient experience and access, assist with special projects and reports, and bring problems or questions to a supervisor.
• Perform other related duties as needed by providers and the supervisor.

Benefits

• Comprehensive benefits and wellness package
• Financial security benefits
• Generous time-off program
• Employee resource groups for peer support
• Employee wellness program covering physical, mental, nutritional, sleep, social, financial, and preventive-care well-being

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED