Secretary I - Intake/Scheduler (FGP) - Brooklyn, Multispecialty Surgery

NYU Langone Health • New York, NY

1d

About The Position

NYU Grossman School of Medicine is seeking a Faculty Group Practice Secretary I to perform front-end administrative tasks supporting practice operations. The role includes greeting patients, answering calls, scheduling appointments, and completing other administrative duties as needed. The successful candidate promotes a positive patient experience, supports patient access, and works collaboratively with physicians, nurses, office staff, and other NYU Langone Health teams.

The position handles appointment scheduling and follow-up, patient communications and instructions, referrals and authorizations, records and document processing, prescription refill requests, correspondence, and physician calendar support. It also involves maintaining confidentiality, escalating clinical questions to licensed staff, helping less senior staff as appropriate, and keeping work areas and patient spaces clean and supplied. The Secretary I upholds NYU Langone Health’s patient experience standards and contributes to service recovery and improvements in patient access.

Requirements

• High school diploma or equivalent.
• Excellent organizational, interpersonal, verbal, and written communication skills, with a 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 appointment confirmations; manage waitlists; and reschedule patients when physicians are unavailable or schedules are blocked.
• Communicate appointment, preparation, and non-clinical procedure instructions to patients, and answer related questions or refer them to appropriate staff.
• 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 and screen calls, take messages, provide information, and route questions and messages to the appropriate contact in a timely manner.
• 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, directing requests for assistance, and promoting MyChart sign-up.
• 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 records; scan, upload, and forward information in EPIC; follow scanning guidelines; and release medical records in accordance with HIPAA and FGP ROI procedures.
• Document medical-record disclosures in EPIC and fulfill requests within 10 days.
• Complete forms legibly and accurately, obtain signatures, route documents to the correct destination, and refer requests requiring clinical information to an LPN, RN, or licensed provider.
• Receive prescription refill requests, locate prescriptions in the EMR, and task the appropriate clinical staff to evaluate and process renewals; communicate with pharmacies and patients about nonclinical prescription questions and refer clinical questions to licensed staff.
• 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 other colleagues; communicate clearly in person, by phone, in writing, and electronically.
• Prioritize assignments and complete work efficiently amid changing workloads, deadlines, and competing requirements.
• Participate in training staff on registration and office policies and responsibilities; assist, guide, or train less senior staff as appropriate.
• Maintain confidentiality and refer questions about medical diagnosis or treatment to an RN or provider; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Remain current on best practices, policies, protocols, workflow updates, FOCUS trainings, and job-related tasks.
• Maintain clean personal and patient spaces, including waiting areas, and restock supplies as needed.
• Uphold NYU Langone Health’s mission, vision, values, and FGP service standards; apply CARES and the LEARN model to patient and colleague interactions, resolve or escalate concerns, and help improve patient experience and access.
• Collaborate with site management, the Patient Access Center, and Central Billing Office teams to support positive patient experiences and timely resolution of inquiries.
• Complete special projects, reports, and other activities as requested; ensure information is accurate and complete and bring problems or questions to the supervisor’s attention.
• Perform other related duties as needed by providers and supervisor.

Benefits

• Comprehensive benefits and wellness package for employees and their loved ones.
• Financial security benefits.
• Generous time-off program.
• Employee resource groups for peer support.
• Holistic employee wellness program focused on 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