Secretary I - Intake/Scheduler, FGP - Outpatient Radiology - Patchogue/Riverhead

NYU Langone Health • Garden City, NY

8h • Onsite

About The Position

This role involves performing a variety of front-end administrative tasks to support practice operations, including greeting patients, answering calls, scheduling patient appointments, and other administrative duties as needed. The position is part of the Outpatient Radiology team at the Patchogue/Riverhead locations.

Requirements

• High School Diploma
• Excellent organizational skills
• Excellent interpersonal skills
• Excellent 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
• Ability to thrive in a team work environment that pursues a positive patient care experience
• Ability to effectively communicate with all levels of the organization

Nice To Haves

• Intermediate knowledge of computer-based scheduling and appointment programs

Responsibilities

• Schedules appointments for visits, treatments, and procedures.
• Reviews appointment confirmation responses and manages waitlists.
• Communicates to patients on upcoming scheduled visits, including instructions, preparation, and forms.
• Obtains authorizations for services as needed.
• Answers calls and takes messages, addressing questions or routing messages to the appropriate contact.
• Handles faxes and mail.
• Prepares standard letters and forms.
• Supports patient access activities such as greeting patients, collecting information, and answering questions.
• Answers phones and screens incoming calls, providing information, taking messages, or redirecting calls.
• Maintains cooperative and professional relationships with physicians, nurses, and office staff.
• Prioritizes assignments to complete work in a timely manner.
• Demonstrates communication skills using appropriate vocabulary and grammar in person, over the phone, and in writing.
• Participates in training staff in registration and office policies and responsibilities.
• May assist, provide guidance and/or train less senior staff.
• Reviews in-basket messages and patient emails before routing to the appropriate provider.
• Provides patients with non-clinical instructions for upcoming appointments/procedures.
• Promotes the use and sign-up of MyChart.
• Follows scanning guidelines and best practices for importing outside documents.
• Reviews the waitlist periodically and ensures patients are being called and offered appointments.
• Reschedules patients when physicians are out or schedules are blocked.
• Organizes and distributes mail and faxes.
• Mainages physician's calendars including creating and sending calendar invites.
• Releases medical records in accordance with HIPAA and FGP ROI procedures.
• Documents disclosures in Epic and fulfills requests within a 10-day timeframe.
• Processes incoming and outgoing documents via paper and electronic records.
• Scans, uploads, and forwards appropriate information within EPIC.
• Completes forms legibly and accurately, forwarding areas requiring clinical information to LPN, RN, or Licensed Provider.
• Secures appropriate signatures and forwards documents/forms to the correct destination.
• Follows up with the physician on any outstanding messages related to patient care.
• Answers patient questions to ensure understanding and patient satisfaction, or refers them to more senior level staff.
• Maintains confidentiality and refers medical diagnosis or treatment questions to RN/provider.
• Refers Surgical and Infusion scheduling to Senior Medical Secretary.
• Prepares routine memoranda, letters, labels, correspondence, and other documents.
• Reviews work for accuracy and completeness.
• Receives prescription refill requests, locates prescriptions in EMR, and tasks RN, LPN, or Provider for evaluation and processing.
• Communicates with pharmacies and patients to clarify prescription questions related to demographic, insurance, and status information.
• Initiates and follows up on pre-authorizations and appeals, and arranges peer-to-peer communication when required.
• Responsible for Patient, Referral, and Authorization work queues.
• Obtains and documents referrals received in EPIC.
• Collaborates with other NYU Langone sites to ensure seamless continuation of care.
• Remains current on latest best practices, policies, and protocols.
• Maintains cleanliness of personal and patient space, including waiting areas, and restocks supplies.
• Communicates with patients, providing scheduling instructions, clarification, updates on status or changes, and answering related questions.
• Assists with the completion of special projects, reports, and activities, ensuring accuracy and completeness.
• Upholds the NYULH Mission, vision, and values and promotes excellence in the patient experience.
• Embodies the core principles of the FGP Service Strategy CARES (Connect, Align, Respond, Ensure, and Sign-Off).
• Greets patients warmly and professionally, stating name and role, and clearly communicates each step of the care/interaction.
• Works collaboratively with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions and inquiries.
• Proactively anticipates patient needs and participates in service recovery by applying the LEARN model.
• Shares ideas to improve patient experience and patient access with leadership.
• Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote positive patient experience.
• Ensures practice staff are fully versed in the Access Agreement gold standard principles.
• Performs other related duties as needed by providers and supervisor.

Benefits

• Comprehensive benefits and wellness package
• Robust support system for any stage of life
• Financial security benefits
• Generous time-off program
• Employee resource groups for peer support
• Holistic employee wellness program focusing on 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