Secretary - NYU Langone Huntington Medical Group

NYU Langone Health • Huntington, WV

2d • Onsite

About The Position

NYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center providing advanced diagnostic and therapeutic care across numerous medical and surgical specialties. As a key regional healthcare provider, we are dedicated to medical education and research, offering comprehensive inpatient and outpatient services. At NYU Langone Health, we champion equity and inclusion, fostering an environment where diverse talent can flourish. We value individual skills, ideas, and knowledge. Learn more about NYU Langone Hospital—Long Island and connect with us on various social media platforms.

Position Summary: This role is an exciting opportunity to join our team as a Secretary I - Intake/Scheduler within the Faculty Group Practice (FGP) at Huntington. The Faculty Group Practice Secretary I will manage various front-end administrative tasks essential for practice operations, including patient reception, call handling, appointment scheduling, and other administrative support as required.

Requirements

• High School Diploma
• Excellent organizational, interpersonal, and verbal and written communication skills
• Strong customer service orientation required
• Basic knowledge of word processing, spreadsheet, database, and Internet applications required
• Light, accurate keyboarding skills required
• Ability to complete multiple tasks efficiently
• Ability to thrive in a team work environment which pursues a positive patient care experience
• Qualified candidates must be able to effectively communicate with all levels of the organization.

Nice To Haves

• Intermediate knowledge of computer-based scheduling and appointment programs strongly preferred.

Responsibilities

• Schedules appointments for visits, treatments, and procedures.
• Reviews appointment confirmation responses and manages waitlists.
• Communicates with patients regarding upcoming scheduled visits, including instructions, preparation, and necessary forms.
• Obtains authorizations for services as needed.
• Answers calls and takes messages.
• Addresses questions or routes messages to the appropriate contact clearly and promptly.
• Handles faxes and mail.
• Prepares standard letters and forms as needed.
• Supports patient access activities, such as greeting patients, collecting information, answering questions, and directing requests for assistance.
• Answers phones and screens incoming calls, providing information, taking messages, or redirecting calls.
• Maintains cooperative and professional relationships with physicians, nurses, and office staff.
• Prioritizes assignments to complete work efficiently amidst changing workloads, deadlines, and competing demands.
• Demonstrates effective communication skills using appropriate vocabulary and grammar in person, over the phone, and in writing.
• Participates in training staff on registration and office policies and responsibilities.
• May assist, guide, and/or train less senior staff.
• Reviews all assigned in-basket messages and patient emails, including staff messages and appointment notifications, before routing.
• Provides patients with non-clinical instructions for upcoming appointments/procedures.
• Promotes the use and sign-up of MyChart.
• Follows scanning guidelines and best practices for importing outside documents such as results, records, and forms.
• Periodically reviews the waitlist to ensure patients are contacted and offered appointments.
• Reschedules patients when physicians are unavailable or schedules need blocking.
• Organizes and distributes mail and faxes.
• Maintains a general knowledge of the practice/physician specialty, including conditions, treatments, and scheduling scripts.
• Manages physician calendars, including creating and sending calendar invites.
• Releases medical records in accordance with HIPAA and FGP ROI procedures.
• Documents disclosures in Epic and fulfills requests within a 10-day timeframe.
• Processes incoming and outgoing documents via paper and electronic records.
• Scans, uploads, and forwards appropriate information within EPIC.
• Completes forms legibly and accurately.
• Forwards areas requiring clinical information to LPN, RN, or Licensed Provider.
• Secures appropriate signatures and forwards documents/forms to the correct destination.
• Follows up with the physician on any outstanding messages related to patient care.
• Answers patient questions to ensure understanding and satisfaction, or refers them to more senior staff.
• Maintains confidentiality of privileged information.
• Refers all questions/queries related to medical diagnosis or treatment to RN/provider.
• Refers Surgical and Infusion scheduling to Senior Medical Secretary.
• Prepares routine memoranda, letters, labels, correspondence, and other documents as needed.
• Reviews work for accuracy and completeness.
• Receives prescription refill requests, locates the prescription in EMR, and tasks RN, LPN, or Provider for evaluation and processing.
• Communicates with pharmacies and patients to clarify prescription questions/concerns related to patient demographics, insurance, and status.
• Refers questions related to prescription information to RN/LPN/Provider.
• Initiates and follows up on pre-authorizations and appeals, arranging peer-to-peer communication when required.
• Manages Patient, Referral, and Authorization work queues.
• Obtains and documents referrals received in EPIC.
• Collaborates with other NYU Langone sites to ensure seamless continuation of care.
• Stays current on the latest best practices, policies, and protocols, including workflow updates and job-related tasks.
• Maintains cleanliness of personal and patient spaces, including waiting areas, and restocks supplies as needed.
• Communicates with patients, providing scheduling instructions, clarifications, status updates, changes, and answering related questions for appointments/procedures.
• Communicates with patients regarding the status of referrals and/or authorizations.
• Assists with the completion of special projects, reports, and activities.
• Ensures requested and related information is accurate and complete.
• Brings any problems or questions to the supervisor's attention.
• Serves as an NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH Mission, vision, and values and promoting excellence in the patient experience.
• Drives consistency in patient and colleague encounters by embodying the core principles of the FGP Service Strategy CARES (Connect, Align, Respond, Ensure, and Sign-Off).
• Greets patients warmly and professionally, stating name and role, and clearly communicates each step of the care/interaction.
• Works collaboratively with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions and inquiries.
• Proactively anticipates patient needs and participates in service recovery using the LEARN model (Listen, Empathize, Apologize, Resolve, Notify), escalating to leadership as appropriate.
• Shares ideas or observed areas of opportunity to improve patient experience and access with leadership.
• Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote positive patient experience.
• Takes a proactive approach in ensuring practice staff are fully versed in Access Agreement gold standard principles.
• Performs other related duties as needed by providers and supervisor.

Benefits

• Comprehensive benefits and wellness package
• Robust support system for any stage of life
• Financial security benefits
• Generous time-off program
• Employee resource groups for peer support
• Holistic employee wellness program focusing on physical, mental, nutritional, sleep, social, financial, and preventive care.

What This Job Offers

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