Secretary I-Intake/Scheduler (FGP) Queens (Astoria), Multispeciality

NYU Langone Health • Astoria, OR

7d • $56,873 - $56,873

About The Position

The Secretary I-Intake/Scheduler performs front-end administrative tasks supporting practice operations, including greeting patients, answering calls, scheduling appointments, and completing other administrative duties. The role supports patient access and experience by communicating scheduling and preparation instructions, coordinating referrals and authorizations, processing patient and practice documents, and collaborating with providers and staff. The position also supports physician calendars, patient records, prescription refill workflows, and the practice’s day-to-day administrative needs.

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 is strongly preferred.

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 with patients about upcoming visits and procedures, including instructions, preparation, forms, scheduling changes, referral status, and authorization status.
• 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, screen, and route calls; take messages; address questions or direct them to the appropriate contact; and review and route assigned in-basket messages and patient emails.
• Greet patients, support patient access activities, answer non-clinical questions, promote MyChart sign-up, and refer clinical questions to an RN, LPN, or provider.
• Handle, organize, and distribute mail and faxes; prepare routine letters, forms, memoranda, labels, correspondence, and other documents; and review work for accuracy and completeness.
• Process paper and electronic documents; scan, upload, and forward information in EPIC; follow scanning guidelines; secure signatures; and direct forms requiring clinical information to licensed clinical staff.
• Release medical records according to HIPAA and FGP ROI procedures, document disclosures in EPIC, and fulfill requests within a 10-day timeframe.
• Receive prescription refill requests, locate prescriptions in the EMR, task clinical staff for evaluation or processing, and communicate with pharmacies and patients about non-clinical prescription questions.
• Obtain and document referrals in EPIC and collaborate with other NYU Langone sites to support continuity of care.
• Manage physician calendars, including creating and sending calendar invitations.
• Maintain professional and cooperative relationships with physicians, nurses, office staff, and colleagues; communicate clearly in person, by phone, in writing, and electronically.
• Participate in training staff on registration and office policies; may guide or train less senior staff.
• Follow organizational patient experience standards, the FGP CARES service strategy, and the LEARN service recovery model; escalate issues when appropriate and share improvement opportunities with leadership.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Remain current on policies, protocols, workflow updates, FOCUS trainings, and job-related tasks; assist with special projects, reports, and activities; and perform other related duties as needed by providers and supervisor.
• Refer surgical and infusion scheduling to the Senior Medical Secretary.
• Maintain confidentiality and refer questions about diagnosis or treatment to an RN or provider.

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

What This Job Offers

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