Medical Secretary (FGP) - Boca Raton, Florida

NYU Langone Health • Boca Raton, FL

20d

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 within the Medical Center, handles patient phone calls, and maintains efficient provider schedules. It also supports patient access and experience, processes records and documents, assists with referrals, authorizations, prescription requests, and coordinates communications among patients, providers, pharmacies, and other practice teams. The position maintains confidentiality and follows HIPAA and practice procedures, while supporting a positive, timely 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.
• 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 teamwork environment focused on a positive patient care experience.
• Ability to communicate effectively with all levels of the organization.

Nice To Haves

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

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 details, forms, status updates, and changes to patients; answer related questions or direct them to appropriate staff.
• Obtain service authorizations, initiate and follow up on pre-authorizations and appeals, arrange peer-to-peer communication when required, and communicate referral or authorization status to patients.
• Answer and screen calls, take messages, respond to questions, and route inquiries to the appropriate contact in a clear and timely manner.
• Handle, organize, and distribute mail and faxes; prepare routine letters, memoranda, forms, labels, correspondence, and other documents, checking work for accuracy and completeness.
• Support patient access by greeting patients, collecting information, answering questions, and directing requests for assistance to the proper person.
• Maintain professional and cooperative relationships with physicians, nurses, office staff, patients, and colleagues.
• Prioritize and complete assignments efficiently when workloads, deadlines, or requirements change.
• 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.
• Provide non-clinical instructions for appointments and procedures, promote MyChart use and sign-up, and refer clinical diagnosis or treatment questions to an RN or provider.
• Follow scanning guidelines and process incoming and outgoing paper and electronic records, including scanning, uploading, and forwarding information in EPIC.
• 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 legibly and accurately, obtain required signatures, and route documents to the appropriate 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 to evaluate and process renewal requests; communicate with pharmacies and patients about demographic, insurance, and status questions.
• Manage physician calendars, including creating and sending calendar invitations.
• Maintain Patient, Referral, and Authorization work queues 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 Central Billing Office to support continuity of care and a positive patient experience.
• Stay 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.
• Participate in training staff on registration and office policies and responsibilities; provide guidance or training to less senior staff as needed.
• Uphold NYU Langone Health's mission, vision, values, and FGP Service Strategy CARES; provide professional greetings and clear communication throughout patient interactions.
• Support service recovery using the LEARN model, anticipate patient needs, escalate concerns to leadership as appropriate, and share opportunities to improve patient experience and access.
• Assist with special projects, reports, and activities, ensuring requested information is accurate and complete and bringing problems or questions to a supervisor's attention.
• 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