Medical Secretary - Gyn/Onc - Mineola

NYU Langone Health • Village of Mineola, NY

1d • Onsite

About The Position

NYU Langone Hospital—Long Island is hiring a Medical Secretary to support daily operations for its Gyn/Onc practice in Mineola. The role performs administrative and clerical tasks, including scheduling patient visits and procedures in coordination with other Medical Center areas, handling patient calls, and maintaining efficient provider schedules.

The Medical Secretary supports physicians and practice staff, helps patients access care, manages patient communications and documentation, and contributes to a consistent, positive patient experience. The position also handles referrals, authorizations, prescription refill requests, records, and practice work queues, while escalating clinical questions to licensed staff and following confidentiality and records-release procedures.

The role requires a high school diploma, at least one year of physician-practice experience and knowledge of medical terminology (or an equivalent combination of education and experience), communication and organizational skills, attention to detail, and proficiency with Microsoft Office and an electronic health record. Intermediate knowledge of computer-based scheduling, appointment programs, or EPIC is strongly preferred.

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, including 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; EPIC is preferred.
• Light, accurate keyboarding skills.
• Ability to complete multiple tasks efficiently and thrive in a teamwork environment focused on a positive patient-care experience.

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; manage appointment confirmations, waitlists, and rescheduling when physicians are unavailable or schedules are blocked.
• Communicate scheduling instructions, preparation details, forms, updates, and status information to patients, including information about referrals and authorizations.
• 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, respond to non-clinical questions, and route inquiries to the appropriate person; refer medical diagnosis or treatment questions to an RN or provider.
• Handle, organize, and distribute mail and faxes; prepare routine letters, forms, memoranda, labels, and other documents, and review work for accuracy and completeness.
• Support patient access by greeting patients, collecting information, answering questions, and directing requests for assistance appropriately.
• Review and route in-basket messages and patient emails to the appropriate provider, and follow up with physicians on outstanding messages related to patient care.
• Promote MyChart use and sign-up, and follow scanning guidelines for importing outside documents and uploading or 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, obtain appropriate signatures, and forward documents to the correct destination; route items requiring clinical information to an LPN, RN, or licensed provider.
• Receive prescription refill requests, locate prescriptions in the EMR, and task licensed staff for evaluation or processing; communicate with pharmacies and patients about non-clinical prescription questions and refer clinical questions to licensed staff.
• Manage patient, referral, and authorization work queues; obtain and document referrals in EPIC; collaborate with other NYU Langone sites to support continuity of care.
• Manage physician calendars, including creating and sending calendar invitations; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Maintain professional relationships with physicians, nurses, colleagues, and office staff; prioritize changing workloads and complete assignments within deadlines.
• Participate in training staff on registration and office policies and responsibilities, and provide guidance to less senior staff as needed.
• Uphold NYU Langone's mission, vision, values, and FGP service standards; provide a welcoming, collaborative patient experience and participate in service recovery and improvements to patient access.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Remain current on best practices, policies, protocols, workflow updates, FOCUS trainings, and job-related tasks.
• Assist with special projects, reports, and activities; ensure information is accurate and complete and 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 addressing 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