Secretary I - Intake/Scheduler, FGP - Advanced Ortho - Patchogue

NYU Langone Health • East Patchogue, NY

9h • $54,165 - $54,165 • 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 major regional healthcare provider, we are dedicated to medical education and research, offering comprehensive inpatient and outpatient services. Equity and inclusion are core values at NYU Langone Health, fostering an environment where diverse talent can thrive. This role serves as a Secretary, Epic - Ortho - Patchogue, providing essential front-desk support for clinical intake operations. The position may involve handling pre-authorizations and certifications, excluding surgical procedures. The Faculty Group Practice Secretary 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 communications 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.
• Qualified candidates must be able 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 to patients on upcoming scheduled visits, including instructions, preparation, and forms.
• Obtains authorizations for services as needed. Answers calls and takes messages. Addresses questions or routes messages to appropriate contact in a clear and timely manner. Handles faxes and mail.
• Prepares standard letters and forms as needed.
• Provides administrative physician and practice support.
• Demonstrates knowledge of the organization's patient experience expectations and Service Standards and incorporates them into the performance of duties.
• Supports patient access activities (e.g., greets patients, collects information, answers questions, directs requests for assistance to the proper individual).
• Answers phones and 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 in a timely manner when there are changes in workload, assignments, pressures of deadlines, competitive requirements, and/or a heavy workload.
• Demonstrates communication skills: using appropriate vocabulary and grammar when obtaining and conveying information to patients, physicians, nurses, and staff at various levels; in person, over the phone, in writing, and in electronically sent messages.
• Participates in training staff in 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, which includes staff messages, appointment notifications, etc.
• Provides patients with non-clinical instructions for any 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 being called and offered appointments.
• Responsible for rescheduling patients when physicians are out or blocking their schedules.
• Organizes and distributes mail and faxes.
• Has a general knowledge of the practice/physician specialty including conditions and treatments and scheduling scripts.
• Manages the physician's 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 patient satisfaction, or refers them to more senior level staff.
• Maintains confidentiality on matters to which they are privileged. 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, routine manuscripts, correspondence, and other documents as needed.
• Reviews work for accuracy and completeness. Receives prescription refill requests, locates requested prescription in EMR, and tasks RN, LPN, or Provider to evaluate, set up, and/or process for renewal.
• Communicates with pharmacies and patients to clarify prescription questions and/or concerns, related to patient demographic, insurance, and status information. Refers questions related to prescription information to RN/LPN/Provider.
• Initiates and follows up on pre-authorizations and appeals and arranges peer-to-peer communication when required. Responsible for 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 both personal and patient space, including waiting areas and restocks supplies as needed.
• Communicates with patients, providing all scheduling instructions, clarification, updates on status or changes, and answering related questions for any upcoming appointments/procedures. Communicates with patients regarding status of referrals and/or authorization.
• 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 supervisor attention.

Benefits

• 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