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

NYU Langone Health • Astoria, NY

6d

About The Position

NYU Grossman School of Medicine is seeking a Secretary I-Intake/Scheduler to perform front-end administrative tasks that support practice operations. The role involves greeting patients, answering calls, scheduling appointments, and completing other administrative duties as needed. The successful candidate supports patient access and a positive patient experience while coordinating with patients, providers, nurses, colleagues, and other NYU Langone Health sites.

The Secretary I schedules visits, treatments, and procedures; manages appointment confirmations and waitlists; communicates scheduling instructions and updates; obtains authorizations and referrals; and handles patient and practice correspondence. The position also supports physician and practice operations through calendar management, document processing, medical-record requests, prescription refill routing, work-queue management, and accurate handling of information in Epic. The employee protects confidentiality, refers clinical questions to licensed staff, and escalates issues as appropriate.

The position requires a high school diploma, strong organizational and communication skills, customer-service orientation, basic computer application knowledge, and accurate keyboarding. Intermediate knowledge of computer-based scheduling and appointment programs is preferred. The role is based in Queens (Astoria), Multispeciality. The listed annual salary range is $56,873.24–$56,873.25.

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.
• Ability to 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 is strongly preferred.

Responsibilities

• Schedule appointments for visits, treatments, and procedures; review confirmation responses and manage waitlists.
• Communicate upcoming appointment details, instructions, preparation requirements, forms, scheduling changes, and referral or authorization status to patients.
• Obtain service authorizations and referrals, document referrals in Epic, and initiate and follow up on pre-authorizations and appeals, including arranging peer-to-peer communication when required.
• Answer and screen calls, take messages, respond to questions, and route inquiries to the appropriate person in a timely manner.
• Greet patients and support patient access by collecting information, answering questions, and directing requests for assistance.
• Review assigned in-basket messages and patient emails before routing them to the appropriate provider.
• Reschedule patients when physicians are unavailable or block their schedules; manage physician calendars and send calendar invitations.
• Process paper and electronic documents, including scanning, uploading, forwarding, and importing outside records into Epic in accordance with guidelines.
• Release medical records in accordance with HIPAA and FGP ROI procedures, document disclosures in Epic, and fulfill requests within 10 days.
• Prepare routine letters, forms, memoranda, labels, correspondence, and other documents; review work for accuracy and completeness.
• Receive prescription refill requests, locate prescriptions in the EMR, and task clinical staff for evaluation or processing; communicate with pharmacies and patients about related administrative questions.
• Maintain Patient, Referral, and Authorization work queues and collaborate with other NYU Langone sites to support continuity of care.
• Maintain professional relationships with physicians, nurses, office staff, and colleagues; prioritize assignments and manage changing workloads.
• Refer clinical questions or matters requiring clinical information to an RN, LPN, or licensed provider; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Promote MyChart sign-up and follow current practices, policies, protocols, workflow updates, and required training.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Uphold NYU Langone Health's mission, values, and patient-experience standards; apply the CARES service principles and LEARN service-recovery model, escalating issues when appropriate.
• Collaborate with colleagues, site management, the Patient Access Center, and Central Billing Office to support positive patient experiences and timely resolution of inquiries.
• Assist with special projects, reports, and activities; ensure requested information is accurate and complete and bring problems or questions to a supervisor.
• Participate in training staff on registration and office policies and responsibilities and provide guidance to less senior staff as needed.
• 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 addressing 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