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

NYU Langone Health • Village of Tarrytown, NY

16h • $56,873 - $56,873 • Onsite

About The Position

NYU Langone Health has an opportunity for a Secretary I-Intake/Scheduler to support Faculty Group Practice operations in Tarrytown. The position performs front-end administrative tasks, including greeting patients, answering calls, scheduling appointments, and completing related office duties. The Secretary supports patient access and a positive patient experience while coordinating with patients, providers, colleagues, and other NYU Langone sites.

The role handles appointment scheduling and confirmations, waitlists, patient instructions, referrals, authorizations, and patient and referral work queues. It also manages communications, documents, records, forms, faxes, mail, physician calendars, and prescription refill requests within the appropriate administrative processes. The Secretary maintains confidentiality, follows HIPAA and practice procedures, and routes clinical questions or information to licensed staff. The role may assist with training less senior staff and participates in special projects and ongoing training.

The position is expected to uphold NYU Langone Health's mission, values, and Faculty Group Practice service standards. This includes communicating clearly and professionally, anticipating patient needs, resolving or escalating concerns appropriately, and working collaboratively to support timely access and a positive experience.

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; manage appointment confirmations and waitlists.
• Communicate appointment instructions, preparation requirements, forms, updates, and changes to patients; provide non-clinical instructions and answer related questions.
• Obtain service authorizations, initiate and follow up on pre-authorizations and appeals, and arrange peer-to-peer communication when required.
• Answer and screen calls, take messages, provide information, and route inquiries to the appropriate person; review and route assigned in-basket messages and patient emails.
• Support patient access by greeting patients, collecting information, answering questions, and directing requests for assistance appropriately.
• Handle incoming and outgoing mail, faxes, paper documents, and electronic records; prepare routine letters, forms, memoranda, correspondence, labels, and other documents.
• Scan, upload, and forward appropriate information in EPIC; follow scanning guidelines and best practices for outside documents.
• Release medical records according to HIPAA and FGP release-of-information procedures; document disclosures in EPIC and fulfill requests within 10 days.
• Complete forms accurately and legibly, obtain appropriate signatures, and forward forms or clinical-information requests to the appropriate destination or licensed staff.
• Manage physician calendars, including creating and sending calendar invitations; reschedule patients when physicians are unavailable or schedules are blocked.
• Receive prescription refill requests, locate prescriptions in the electronic medical record, and task licensed staff for evaluation or processing; communicate with pharmacies and patients about administrative prescription questions.
• Maintain responsibility for patient, referral, and authorization work queues; obtain and document referrals in EPIC and communicate referral or authorization status to patients.
• Collaborate with other NYU Langone sites, the Patient Access Center, Central Billing Office, providers, and practice colleagues to support continuity of care and positive patient experiences.
• Maintain professional and cooperative relationships with physicians, nurses, office staff, patients, and colleagues.
• Prioritize assignments and complete work accurately and on time amid changing workloads and deadlines.
• Follow up with physicians on outstanding patient-care messages and refer diagnosis or treatment questions to an RN or provider; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Promote MyChart use and sign-up.
• Participate in training staff on registration and office policies; may guide or train less senior staff.
• Stay current on best practices, policies, protocols, workflow updates, FOCUS trainings, and job-related tasks.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Uphold NYU Langone Health and FGP service standards; proactively address patient needs, participate in service recovery, escalate issues appropriately, and share ideas to improve access and patient experience.
• Assist with special projects, reports, and activities, ensuring information is accurate and complete and bringing questions or problems 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

What This Job Offers

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