Medical Secretary - Hem/Onc

NYU Langone Health • Mineola, NY

1d • $56,873 - $56,873

About The Position

NYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center providing diagnostic and therapeutic care across numerous specialties and subspecialties, along with inpatient and outpatient services. The Medical Secretary supports daily Hematology/Oncology practice operations through administrative and clerical work, including scheduling patient visits, treatments, and procedures; coordinating with other areas of the Medical Center; handling patient communications; and maintaining efficient provider schedules.

The role supports patient access and experience, physician and practice operations, referrals and authorizations, prescription renewal workflows, records processing, and general office coordination. The Medical Secretary works with patients, providers, nurses, office staff, pharmacies, and other NYU Langone sites, maintaining confidentiality and routing clinical matters to licensed clinical staff. The position also helps train staff, supports special projects, and performs other related duties as needed by providers and the supervisor.

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 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 maintain confidentiality and route clinical questions to licensed clinical staff.

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; communicate appointment instructions and updates; and reschedule patients when physicians are unavailable or schedules are blocked.
• Obtain service authorizations, initiate and follow up on pre-authorizations and appeals, arrange peer-to-peer communications when required, and manage patient, referral, and authorization work queues.
• Answer and screen calls, take messages, respond to non-clinical questions, route inquiries to the appropriate person, and maintain timely and professional communication with patients and colleagues.
• Review assigned in-basket messages and patient emails before routing them to the appropriate provider, and follow up with physicians on outstanding patient-care messages.
• Support patient access by greeting patients, collecting information, answering questions, directing requests for assistance, promoting MyChart sign-up, and helping resolve patient concerns.
• Process paper and electronic records, scan and upload documents in EPIC, follow scanning guidelines, release medical records in accordance with HIPAA and FGP ROI procedures, document disclosures in EPIC, and fulfill requests within 10 days.
• Prepare, complete, review, and route forms, letters, memoranda, correspondence, and other documents; obtain required signatures; and direct clinical sections to an LPN, RN, or licensed provider.
• Receive prescription refill requests, locate prescriptions in the EMR, task an RN, LPN, or provider for evaluation and processing, and communicate with pharmacies and patients about related demographic, insurance, or status questions.
• Manage physician calendars, including creating and sending calendar invitations; organize and distribute mail and faxes; and handle routine office correspondence.
• Maintain cooperative and professional relationships with physicians, nurses, office staff, patients, and NYU Langone colleagues; collaborate across sites to support continuity of care.
• Uphold NYU Langone Health's mission, values, service standards, and CARES service strategy; anticipate patient needs, support service recovery using the LEARN model, and escalate issues to leadership when appropriate.
• Help ensure practice staff understand Access Agreement principles; share opportunities to improve patient access and experience; and collaborate with Patient Access Center and Central Billing Office team members.
• Participate in training staff on registration and office policies and responsibilities, and provide guidance or training to less senior staff as appropriate.
• 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.
• Assist with special projects, reports, and activities; ensure information is accurate and complete; and bring problems or questions to the supervisor's attention.
• Refer questions about diagnosis or treatment and prescription information to an RN, LPN, or provider; refer surgical and infusion scheduling to a Senior Medical Secretary.
• 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 well-being.

What This Job Offers

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