Secretary I-Intake/Scheduler (FGP), Tarrytown, Multispecialty

NYU Langone Health • Village of Tarrytown, NY

9h • $56,873 - $56,873

About The Position

The Secretary I-Intake/Scheduler performs front-end administrative work to support practice operations, including greeting patients, answering calls, scheduling appointments, and completing other administrative duties. The role supports patient access and experience by communicating appointment details and instructions, managing waitlists and scheduling changes, coordinating referrals and authorizations, and assisting patients and clinical staff with administrative requests.

The position also handles correspondence, records, forms, messages, prescription refill requests, and physician calendars. It requires maintaining accurate documentation in Epic and following privacy, records-release, and practice procedures. The successful candidate contributes to a welcoming, coordinated patient experience, works collaboratively with providers and colleagues, and may assist with training less senior staff.

Requirements

• High school diploma.
• Excellent organizational, interpersonal, verbal, and written communication skills.
• Strong customer-service orientation.
• Basic knowledge of word processing, spreadsheet, database, and Internet applications.
• Light, accurate keyboarding skills.
• Ability to complete multiple tasks efficiently and thrive in a team 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.

Responsibilities

• Schedule appointments for visits, treatments, and procedures; review confirmation responses, manage waitlists, and reschedule patients when physicians are unavailable or schedules are blocked.
• Communicate appointment 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, provide information, take messages, route inquiries appropriately, and follow up with physicians on outstanding patient-care messages.
• Greet patients, collect information, answer non-clinical questions, and direct requests for assistance to the appropriate person.
• Review assigned in-basket messages and patient emails before routing them to the appropriate provider.
• Handle mail and faxes; prepare routine letters, memoranda, labels, forms, correspondence, and other documents.
• Process incoming and outgoing paper and electronic documents; scan, upload, and forward information in Epic in accordance with applicable guidelines.
• Release medical records in accordance with HIPAA and FGP ROI procedures, document disclosures in Epic, and fulfill requests within 10 days.
• Complete forms accurately, secure required signatures, forward clinical-information sections to licensed clinical staff, and send documents to the correct destination.
• Receive prescription refill requests, locate prescriptions in the EMR, and task an RN, LPN, or provider to evaluate and process renewals; communicate with pharmacies and patients about related administrative questions.
• Manage physician calendars, including creating and sending calendar invitations.
• Obtain and document referrals in Epic and collaborate with other NYU Langone sites to support continuity of care.
• Promote MyChart use and sign-up, and maintain knowledge of the practice specialty, conditions, treatments, and scheduling scripts.
• Maintain cooperative and professional relationships with physicians, nurses, office staff, and other colleagues; participate in staff training and provide guidance to less senior staff as needed.
• Apply NYU Langone Health patient-experience expectations, FGP CARES service principles, and the LEARN service-recovery model; escalate issues to leadership when appropriate.
• Collaborate with site management, the Patient Access Center, and Central Billing Office to support a positive patient experience and timely resolution of inquiries.
• Keep personal and patient areas, including waiting areas, clean and stocked.
• Stay current on best practices, policies, protocols, workflow updates, and required training.
• Assist with special projects, reports, and activities; verify information for accuracy and completeness and raise problems or questions to a supervisor.
• Refer medical diagnosis or treatment questions to an RN or provider, and 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.
• Employee wellness program addressing 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