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

NYU Langone Health • New York, NY

3h • $56,873 - $56,873 • Onsite

About The Position

NYU Grossman School of Medicine is seeking a Secretary I-Intake/Scheduler to perform front-end administrative work supporting Faculty Group Practice operations. The role involves greeting patients, answering and directing calls, scheduling appointments, managing waitlists, communicating appointment instructions, obtaining service authorizations, and handling correspondence and other administrative duties. The successful candidate supports a positive patient experience, works with providers and practice staff, and helps ensure timely access to care. The position also involves managing patient and referral workflows, processing records and documents in Epic, maintaining confidentiality, and assisting with practice operations and special projects.

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 teamwork 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 is strongly preferred.

Responsibilities

• Schedule appointments for visits, treatments, and procedures; review appointment confirmations and manage waitlists.
• Contact patients about upcoming appointments and procedures, including instructions, preparation, forms, scheduling changes, and referral or authorization status.
• Obtain service authorizations; initiate and follow up on pre-authorizations and appeals, and arrange peer-to-peer communications when required.
• Answer, screen, and route calls; take messages and respond to questions or direct them to the appropriate contact.
• Greet patients and support patient access by collecting information, answering questions, and directing requests for assistance.
• Review in-basket messages and patient emails before routing them to the appropriate provider, and follow up with physicians on outstanding messages related to patient care.
• Process patient, referral, and authorization work queues; obtain and document referrals in Epic; collaborate with other NYU Langone sites to support continuity of care.
• Manage physician calendars, including creating and sending calendar invitations; reschedule patients when physicians are unavailable or schedules are blocked.
• Release medical records in accordance with HIPAA and Faculty Group Practice release-of-information procedures; document disclosures in Epic and fulfill requests within 10 days.
• Process, scan, upload, and forward paper and electronic records and documents in Epic; follow scanning guidelines for outside documents.
• Complete forms accurately and legibly, obtain required signatures, route forms to the correct destination, and refer requests requiring clinical information to a licensed clinician.
• Receive prescription refill requests, locate prescriptions in the electronic medical record, and route requests to an RN, LPN, or provider for evaluation and processing; communicate with pharmacies and patients to clarify nonclinical prescription questions.
• Handle, organize, and distribute faxes and mail; prepare routine letters, memoranda, labels, correspondence, forms, and other documents; review work for accuracy and completeness.
• Maintain professional and cooperative relationships with physicians, nurses, office staff, patients, and colleagues; communicate clearly in person, by phone, in writing, and electronically.
• Promote MyChart sign-up and use; provide nonclinical appointment instructions and refer questions about diagnosis or treatment to an RN or provider.
• Support the patient experience by applying NYU Langone's CARES service principles and LEARN service-recovery model, escalating issues as appropriate, and sharing improvement opportunities with leadership.
• Support staff training on registration, office policies, and responsibilities; provide guidance to less senior staff as needed.
• Maintain current knowledge of best practices, policies, protocols, workflow updates, and required training.
• Maintain cleanliness of personal and patient areas, including waiting areas, and restock supplies as needed.
• Assist with special projects, reports, and activities; ensure requested information is accurate and complete and bring problems or questions to a supervisor.
• Perform other related duties as needed by providers and 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