Medical Secretary (FGP) - Boca Raton, Florida

NYU Langone Health • Boca Raton, FL

19d

About The Position

The Medical Secretary performs administrative and clerical tasks to support daily practice operations. The role schedules patient visits and procedures in collaboration with other areas of the Medical Center, handles patient phone calls, and maintains efficient provider schedules. The Medical Secretary supports patient access and experience, manages records and documentation, assists with referrals and authorizations, and provides administrative support to physicians and practice staff. The position requires maintaining confidentiality and referring clinical questions to licensed clinical staff.

Requirements

• High school diploma.
• At least 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.
• Excellent organizational skills and ability to prioritize multiple tasks, projects, and assignments.
• Exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office and an EHR; EPIC preferred.
• Light, accurate keyboarding skills.
• Ability to complete multiple tasks efficiently and thrive in a team environment focused on a positive patient care experience.
• Ability to effectively communicate with all levels of the organization.

Nice To Haves

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

Responsibilities

• Schedule appointments for visits, treatments, and procedures; review appointment confirmations, manage waitlists, and reschedule patients when physicians are unavailable or block their schedules.
• Communicate appointment and procedure instructions, preparation requirements, forms, status updates, and changes to patients; answer related non-clinical questions or refer them to appropriate staff.
• Obtain service authorizations; initiate and follow up on pre-authorizations and appeals, arrange peer-to-peer communication when required, and manage patient, referral, and authorization work queues.
• Answer and screen calls, take messages, respond to questions, and route calls or messages to appropriate contacts in a clear and timely manner.
• Review assigned in-basket messages and patient emails before routing them to the appropriate provider, and follow up with physicians on outstanding messages related to patient care.
• Handle, organize, and distribute mail and faxes; prepare routine letters, forms, memoranda, labels, correspondence, and other documents; review work for accuracy and completeness.
• Support patient access by greeting patients, collecting information, answering questions, and directing requests for assistance to the appropriate person.
• Maintain cooperative and professional relationships with physicians, nurses, office staff, colleagues, and patients; prioritize assignments and communicate effectively across channels.
• Participate in training staff on registration and office policies and responsibilities, and provide guidance or training to less senior staff as needed.
• Promote MyChart use and sign-up; follow document-scanning guidelines and import outside records, results, and forms into the appropriate systems.
• Manage physician calendars, including creating and sending calendar invitations, and maintain a general knowledge of the practice specialty, conditions, treatments, and scheduling scripts.
• Release medical records in accordance with HIPAA and FGP ROI procedures; document disclosures in Epic and fulfill requests within 10 days.
• Process incoming and outgoing paper and electronic documents; scan, upload, and forward information in EPIC; complete forms accurately, obtain required signatures, and route documents to the correct destination.
• Forward requests requiring clinical information to an LPN, RN, or licensed provider; refer diagnosis and treatment questions to an RN or provider, and refer surgical and infusion scheduling to a Senior Medical Secretary.
• Receive prescription refill requests, locate the prescription in the EMR, and task an RN, LPN, or provider to evaluate and process it; communicate with pharmacies and patients about relevant demographic, insurance, and status questions, and refer prescription-information questions to clinical staff.
• Obtain and document referrals in EPIC and collaborate with other NYU Langone sites to support continuity of care.
• 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 an excellent patient experience as a Faculty Group Practice Brand Ambassador, following NYULH values and the CARES service principles.
• Greet patients warmly and professionally, communicate each step of interactions as appropriate, collaborate with colleagues and site management to resolve inquiries promptly, and anticipate patient needs.
• Participate in service recovery using the LEARN model, escalating concerns to leadership as appropriate; share opportunities to improve patient experience and access.
• Partner with Patient Access Center and Central Billing Office team members, and help ensure practice staff understand Access Agreement principles.
• Assist with special projects, reports, and activities; ensure information is accurate and complete; bring problems or questions to a supervisor; perform other related duties as needed by providers and 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
• Career Level: Entry Level
• Education Level: High school or GED