Medical Secretary - Hem/Onc

NYU Langone Health • Village of Mineola, NY

2d • $56,873 - $56,873

About The Position

NYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center offering diagnostic and therapeutic care across a broad range of medical and surgical specialties, along with inpatient and outpatient services, medical education, and research. The organization identifies equity and inclusion as fundamental values and aims to foster an environment where people of all identities can thrive.

The Medical Secretary supports daily Hematology/Oncology practice operations through administrative and clerical work. The role schedules patient visits and procedures in coordination with other areas of the Medical Center, manages patient calls and messages, and helps maintain efficient provider schedules. The secretary also supports patient access and experience, processes records and other documentation, coordinates referrals and authorizations, and collaborates with clinicians, colleagues, and other NYU Langone sites. Surgical and infusion scheduling is referred to a Senior Medical Secretary.

The successful candidate upholds NYU Langone Health’s mission, vision, values, patient-experience standards, and service practices. They handle non-clinical patient questions and instructions, referring medical diagnosis or treatment questions to an RN or provider, and maintain confidentiality when handling privileged information. The role also includes maintaining assigned workspaces and supplies and assisting with special projects and other duties as needed by providers and the supervisor.

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 the ability to prioritize multiple tasks, projects, and assignments.
• Exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office and an EHR; 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.

Nice To Haves

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

Responsibilities

• Schedule patient appointments for visits, treatments, and procedures, coordinating with other areas as needed.
• Review appointment confirmations, manage waitlists, and contact patients about scheduled appointments, instructions, preparation, forms, changes, and referral or authorization status.
• Obtain service authorizations and initiate and follow up on pre-authorizations and appeals, arranging peer-to-peer communication when required.
• Answer and screen calls, take messages, respond to non-clinical questions, and route inquiries to the appropriate person in a timely manner.
• Handle incoming and outgoing faxes, mail, paper documents, and electronic records; scan, upload, and forward information in EPIC according to guidelines.
• Prepare routine letters, forms, memoranda, labels, correspondence, and other documents; review work for accuracy and completeness and obtain appropriate signatures.
• Support patient access by greeting patients, collecting information, answering questions, and directing requests for assistance to the appropriate individual.
• Maintain professional and cooperative relationships with physicians, nurses, office staff, patients, and colleagues, and use appropriate communication in person, by phone, in writing, and electronically.
• Review assigned in-basket messages and patient emails before routing them to the appropriate provider, and follow up with physicians on outstanding patient-care messages.
• Provide non-clinical instructions for appointments and procedures, promote MyChart use and sign-up, and refer medical diagnosis or treatment questions to an RN or provider.
• Reschedule patients when physicians are unavailable or block their schedules, manage physician calendars, and create and send calendar invitations.
• Release medical records in accordance with HIPAA and Faculty Group Practice ROI procedures, document disclosures in Epic, and fulfill requests within 10 days.
• Complete forms accurately and legibly, route requests for clinical information to an LPN, RN, or licensed provider, and forward documents to the appropriate destination.
• Receive prescription refill requests, locate prescriptions in the EMR, and task an RN, LPN, or provider to evaluate or process them; communicate with pharmacies and patients about non-clinical prescription questions and refer clinical questions to appropriate staff.
• Maintain Patient, Referral, and Authorization work queues; obtain and document referrals in EPIC; and collaborate with other NYU Langone sites to support continuity of care.
• Refer surgical and infusion scheduling to a Senior Medical Secretary.
• Remain current on best practices, policies, protocols, workflow updates, FOCUS trainings, and job-related tasks.
• Maintain the cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Promote a positive patient experience by applying the organization’s CARES service principles and LEARN service-recovery model, anticipating patient needs, escalating issues when appropriate, and sharing improvement ideas with leadership.
• Collaborate with site management, colleagues, the Patient Access Center, and Central Billing Office to support patient experience and access.
• Participate in training staff on registration and office policies and responsibilities, and provide guidance to less senior staff as needed.
• Assist with special projects, reports, and activities; ensure requested information is accurate and complete and raise questions or problems with the 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.
• Holistic employee wellness program covering physical, mental, nutritional, sleep, social, financial, and preventive care.

What This Job Offers

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