Medical Secretary - Gyn/Onc - Mineola

NYU Langone Health • 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 coordinating patient visits and procedures with other areas of the Medical Center, handling patient calls, and maintaining efficient provider schedules. The Medical Secretary supports patient access and experience, communicates appointment and procedure instructions, manages records and documents, and collaborates with providers, nurses, office staff, and other NYU Langone sites. The role handles non-clinical inquiries and routes clinical questions to licensed clinical staff. The position requires maintaining confidentiality and following applicable HIPAA and practice procedures.

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 system; 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 and appointment programs or the EPIC EHR system is strongly preferred.

Responsibilities

• Schedule patient visits, treatments, and procedures; review appointment confirmations, manage waitlists, and reschedule patients when physicians are unavailable or schedules are blocked.
• Communicate appointment and procedure details, instructions, preparation requirements, forms, schedule changes, and referral or authorization status to patients.
• 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 non-clinical questions, and route inquiries to the appropriate person; refer clinical questions to an RN, LPN, or provider and surgical or infusion scheduling to a Senior Medical Secretary.
• Review and route assigned in-basket messages and patient emails, follow up with physicians on outstanding patient-care messages, and task prescription renewal requests to licensed staff for review and processing.
• Handle mail and faxes; prepare routine letters, forms, memoranda, labels, correspondence, and other documents; review work for accuracy and completeness.
• Process paper and electronic documents, scan and upload information in EPIC, follow document-scanning guidelines, and release medical records according to HIPAA and FGP ROI procedures, documenting disclosures and fulfilling requests within 10 days.
• Obtain and document referrals in EPIC, communicate with pharmacies and patients about prescription-related demographic, insurance, and status information, and route prescription questions to clinical staff.
• Manage physician calendars, including creating and sending calendar invitations; maintain cooperative relationships with physicians, nurses, office staff, and other NYU Langone sites.
• Support patient access by greeting patients, collecting information, answering questions, promoting MyChart sign-up, and following patient-experience and service-recovery practices.
• Participate in training staff on registration and office policies and responsibilities; provide guidance to less senior staff as appropriate.
• Maintain clean personal and patient areas, including waiting areas, and restock supplies as needed.
• Stay current on best practices, policies, protocols, workflow updates, FOCUS trainings, and job-related tasks.
• Assist with special projects, reports, and other duties requested by providers or the supervisor; raise problems or questions with 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 well-being.

What This Job Offers

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