Secretary I Intake/Scheduler, FGP

NYU Langone Health • Huntington, WV

1d • $56,876 - $56,876

About The Position

The Faculty Group Practice Secretary I supports practice operations through front-end administrative work, including greeting patients, answering calls, scheduling appointments, and completing related administrative duties. The role promotes a positive patient experience and patient access while coordinating with patients, providers, colleagues, and other NYU Langone teams. Responsibilities include scheduling and rescheduling appointments, managing waitlists and work queues, communicating appointment instructions and updates, processing records and documents, and routing clinical matters to licensed staff. The position also handles referrals, authorizations, prescription refill requests, calendars, mail, faxes, and routine correspondence while maintaining confidentiality and following organizational procedures, including HIPAA and Faculty Group Practice requirements.

The successful candidate will provide courteous, clear, and timely service in person, by phone, and through electronic messages; prioritize a changing workload; maintain accurate records; and collaborate with practice staff to support continuity of care. The role may also assist with staff training, special projects, and other duties as needed by providers and the supervisor.

NYU Langone Hospital—Long Island describes itself as a 591-bed university-affiliated medical center offering inpatient and outpatient services and care across medical and surgical specialties. The organization states that equity and inclusion are fundamental values and that it offers employees a comprehensive benefits and wellness package. The position's annual salary range is $56,876.39–$56,876.40; actual salary may depend on experience, specialty, education, and hospital need.

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 follow applicable procedures, including HIPAA requirements.

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 and manage waitlists.
• Contact patients about upcoming appointments and procedures, including scheduling instructions, preparation, forms, status changes, and related questions.
• Reschedule patients when physicians are unavailable or their schedules are blocked; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Obtain and document referrals in EPIC; manage Patient, Referral, and Authorization work queues; initiate and follow up on pre-authorizations and appeals, including arranging peer-to-peer communication when required.
• Answer and screen phone calls, take messages, provide information, and route inquiries to the appropriate person in a clear and timely manner.
• Greet patients, support patient access activities, answer non-clinical questions, and refer clinical diagnosis or treatment questions to an RN, LPN, or provider.
• Review assigned in-basket messages and patient emails before routing them to the appropriate provider; follow up with physicians on outstanding messages related to patient care.
• Receive prescription refill requests, locate prescriptions in the EMR, and task an RN, LPN, or provider for evaluation and processing; communicate with pharmacies and patients to clarify non-clinical prescription issues and route clinical questions to licensed staff.
• Process incoming and outgoing paper and electronic documents; scan, upload, and forward information in EPIC; follow scanning guidelines and best practices.
• Release medical records according to HIPAA and FGP ROI procedures, document disclosures in EPIC, and fulfill requests within 10 days.
• Handle mail and faxes; prepare routine letters, memoranda, labels, forms, correspondence, and other documents; review work for accuracy and completeness.
• Manage physician calendars, including creating and sending calendar invitations.
• Secure signatures and route completed forms and documents to the correct destination; forward items requiring clinical information to licensed staff.
• Promote MyChart use and sign-up and collaborate with other NYU Langone sites to support continuity of care.
• Maintain professional and cooperative relationships with physicians, nurses, office staff, patients, and other NYU Langone teams.
• Apply NYU Langone and FGP patient-experience standards, including CARES and the LEARN service-recovery model; anticipate patient needs and escalate concerns when appropriate.
• Support service recovery, share opportunities to improve patient experience and access, and help ensure staff understand Access Agreement principles.
• Participate in training staff in registration and office policies and responsibilities; provide guidance or training to less senior staff as appropriate.
• Remain 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.
• Assist with special projects, reports, and activities; ensure requested information is accurate and complete and bring problems or questions to the supervisor's attention.
• 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.

What This Job Offers

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