Secretary I - Intake/Scheduler, FGP - Neuroscience Specialists - Patchogue

NYU Langone Health • Patchogue, NY

9h • $56,873 - $56,873 • Onsite

About The Position

NYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center offering sophisticated diagnostic and therapeutic care across numerous medical and surgical specialties. As a major regional healthcare resource, it is deeply committed to medical education and research, providing a comprehensive range of inpatient and outpatient services. NYU Langone Health prioritizes equity and inclusion, fostering an environment where diverse faculty, staff, and students can thrive.

This role is for a Secretary - Neuro - Patchogue, responsible for providing essential front-desk support for clinical intake operations. The position may involve handling pre-authorizations and certifications, excluding those for surgical procedures. The Faculty Group Practice Secretary I will manage various front-end administrative tasks to support practice operations, including patient reception, call handling, appointment scheduling, and other administrative duties as required.

Requirements

• High School or equivalent.
• Excellent organizational, interpersonal, and verbal and written communication skills.
• Strong customer service skills.
• Ability to complete multiple tasks efficiently and thrive in a team work environment.
• Knowledge of Microsoft Office, database, and internet applications.
• Light, accurate keyboarding skills.
• Ability to effectively communicate with all levels of the organization.

Nice To Haves

• 6 months Physician practice office experience.
• Knowledge of medical terminology.
• Knowledge of EPIC Ambulatory.

Responsibilities

• Schedules appointments for visits, treatments, and procedures, reviews appointment confirmation responses, and manages waitlists.
• Communicates with patients about upcoming scheduled visits, including instructions, preparation, and necessary forms.
• Obtains authorizations for services as needed.
• Answers calls, takes messages, and addresses patient questions or routes messages to the appropriate contact clearly and promptly.
• Handles faxes and mail.
• Prepares standard letters and forms as needed.
• Provides administrative support to physicians and the practice.
• Demonstrates knowledge of the organization's patient experience expectations and Service Standards and incorporates them into daily duties.
• Supports patient access activities, including greeting patients, collecting information, answering questions, and directing requests for assistance to the proper individual.
• Answers phones, screens incoming calls, provides information, takes messages, or redirects calls to the appropriate person.
• Maintains cooperative and professional relationships with physicians, nurses, and office staff.
• Exercises skill in prioritizing 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/electronically.
• Participates in training staff on registration and office policies and responsibilities.
• May assist, provide guidance, and/or train less senior staff.
• Reviews all assigned in-basket messages and patient emails before routing to the appropriate provider.
• 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 (results, records, forms, etc.).
• Reviews the waitlist periodically and ensures patients are contacted and offered appointments.
• Reschedules patients when physicians are unavailable or schedules are blocked.
• 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, forwarding 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 and refers medical diagnosis or treatment questions 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 demographic, insurance, and status information, referring clinical questions 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.
• Remains current on latest best practices, policies, and protocols, including workflow updates, FOCUS trainings, and job-related tasks.
• Maintains cleanliness of personal and patient spaces, including waiting areas, and restocks supplies as needed.
• Communicates with patients regarding scheduling instructions, clarifications, status updates, changes, and answers 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, ensuring accuracy and completeness of information, and bringing any problems or questions to the supervisor's attention.

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