Medical Secretary (FGP) Manhattan

NYU Langone Health • New York, NY

1d

About The Position

NYU Grossman School of Medicine is seeking a Medical Secretary to perform administrative and clerical tasks supporting daily Faculty Group Practice operations. The role schedules patient visits and procedures in collaboration with other Medical Center areas, handles patient calls, and helps maintain efficient provider schedules. The successful candidate supports patient access and experience while coordinating administrative workflows with patients, providers, nurses, office staff, and other NYU Langone sites.

The Medical Secretary manages appointment scheduling, confirmations, waitlists, patient instructions, referrals, authorizations, and related workqueues. The position also supports physician calendars, correspondence, mail and faxes, electronic and paper records, prescription refill workflows, and the processing and release of medical records in accordance with applicable procedures. The role requires professional communication, attention to detail, confidentiality, and the ability to prioritize competing tasks. Clinical questions are referred to an RN, LPN, or provider as appropriate.

The position serves as a Faculty Group Practice brand ambassador, applying NYU Langone’s CARES service principles and LEARN service-recovery model to promote a positive patient experience and timely resolution of inquiries. The secretary works collaboratively with practice staff and site management, identifies opportunities to improve access and service, and may assist with training less senior staff.

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 the 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 work effectively in a team environment focused on a positive patient-care experience.
• Ability to maintain confidentiality and appropriately refer clinical questions to an RN, LPN, or provider.

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 confirmations, manage waitlists, and reschedule patients when physicians are unavailable or schedules are blocked.
• Communicate appointment and procedure details, preparation instructions, forms, changes, and status updates to patients, including referral and authorization updates.
• Obtain 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 direct or refer inquiries to the appropriate person.
• Review assigned in-basket messages and patient emails before routing them to the appropriate provider; follow up with physicians on outstanding patient-care messages.
• Support patient access by greeting patients, collecting information, answering questions, and directing requests for assistance appropriately.
• Manage physician calendars, including creating and sending calendar invitations.
• Handle, organize, and distribute mail and faxes; prepare routine letters, memoranda, forms, labels, manuscripts, and other documents, checking accuracy and completeness.
• Process incoming and outgoing documents through paper and electronic records; scan, upload, and forward appropriate information in EPIC according to scanning guidelines.
• Release medical records in accordance with HIPAA and FGP release-of-information procedures; document disclosures in EPIC and fulfill requests within 10 days.
• Complete forms accurately, obtain required signatures, and route documents to the correct destination; refer items requiring clinical information to an LPN, RN, or licensed provider.
• Receive prescription refill requests, locate prescriptions in the EMR, and task an RN, LPN, or provider for evaluation or processing; communicate with pharmacies and patients about non-clinical prescription issues and refer clinical questions appropriately.
• Maintain Patient, Referral, and Authorization workqueues and obtain and document referrals in EPIC.
• Refer surgical and infusion scheduling to a Senior Medical Secretary.
• Collaborate with other NYU Langone sites, the Patient Access Center, and the Central Billing Office to support continuity of care and a positive patient experience.
• Promote MyChart use and sign-up, maintain confidentiality, and refer medical diagnosis or treatment questions to an RN or provider.
• Maintain professional, cooperative relationships with physicians, nurses, staff, and patients; prioritize assignments and communicate effectively in person, by phone, in writing, and electronically.
• Apply FGP CARES service principles, use the LEARN model for service recovery, escalate issues as appropriate, and share ideas to improve patient access and experience.
• Assist with training staff in registration, office policies, and responsibilities; provide guidance to less senior staff as needed.
• Keep personal and patient areas, including waiting areas, clean 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 duties as needed by providers and supervisor.

Benefits

• Comprehensive benefits and wellness package for employees and their loved ones.
• 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