Secretary I-Intake/Scheduler (FGP) - Brooklyn, MAP- Hosp Bklyn

NYU Langone Health • New York, NY

7d • $56,873 - $56,873 • Onsite

About The Position

The Faculty Group Practice Secretary I performs front-end administrative tasks to support practice operations. The role includes greeting patients, answering calls, scheduling appointments, and completing other administrative duties as needed. The successful candidate helps coordinate patient access and practice workflows while providing a positive patient experience and maintaining professional relationships with patients, providers, and colleagues.

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 work effectively in a team environment focused on a positive patient-care experience.
• Ability to communicate effectively with all levels of the organization.
• Maintain confidentiality and refer questions about medical diagnosis or treatment to an RN or provider.

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 details, preparation instructions, forms, scheduling changes, and referral or authorization status to patients.
• Obtain authorizations and referrals as needed; initiate and follow up on pre-authorizations and appeals; and arrange peer-to-peer communication when required.
• Answer and screen calls, take messages, respond to questions within the role’s scope, and route messages or requests to the appropriate contact.
• Review assigned in-basket messages and patient emails before routing them to the appropriate provider, and follow up with physicians on outstanding patient-care messages.
• Support patient access by greeting patients, collecting information, answering questions, and directing requests for assistance to the appropriate person.
• Maintain patient, referral, and authorization work queues and document referrals in EPIC.
• Handle, organize, and distribute mail and faxes; prepare routine correspondence, letters, forms, labels, memoranda, and other documents.
• Process paper and electronic records; scan, upload, and forward information in EPIC; follow scanning guidelines; and release medical records according to HIPAA and FGP ROI procedures, documenting disclosures and fulfilling requests within 10 days.
• Complete forms accurately and legibly, obtain required signatures, and route documents to the correct destination; refer items requiring clinical information to an LPN, RN, or licensed provider.
• Receive prescription refill requests, locate prescriptions in the EMR, and task clinical staff for evaluation or processing; communicate with pharmacies and patients about administrative prescription questions and refer clinical questions to appropriate staff.
• Manage physician calendars, including creating and sending calendar invitations; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Maintain knowledge of the practice and physician specialty, including conditions, treatments, and scheduling scripts; remain current on policies, protocols, workflow updates, and training.
• Promote MyChart use and sign-up and collaborate with other NYU Langone sites to support continuity of care.
• Uphold NYU Langone Health’s mission, values, patient experience expectations, and FGP CARES service principles; greet patients warmly and communicate each step of interactions as appropriate.
• Anticipate patient needs, participate in service recovery using the LEARN model, escalate issues when appropriate, and share ideas to improve patient experience and access.
• Work collaboratively with colleagues, site management, the Patient Access Center, and Central Billing Office to support positive patient experiences and timely issue resolution.
• Participate in training staff on registration and office policies and responsibilities; provide guidance to less senior staff as needed.
• Maintain cleanliness of personal and patient areas, including waiting areas, and restock supplies as needed.
• Assist with special projects, reports, and activities; ensure information is accurate and complete and bring problems or questions to a supervisor’s attention.
• Review work for accuracy and completeness, prioritize assignments amid changing workloads and deadlines, and 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
• 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