Secretary I - Intake/Scheduler, FGP - Garden City

NYU Langone Health • Village of Garden City, NY

2d

About The Position

The Faculty Group Practice Secretary I performs front-end administrative work in support of practice operations. The role includes greeting patients, answering and screening calls, scheduling appointments, handling correspondence, and carrying out other administrative duties. The successful candidate supports patient access and a positive patient experience while maintaining professional relationships with physicians, nurses, colleagues, and office staff.

The position coordinates patient visits, treatments, and procedures; manages appointment confirmations and waitlists; communicates scheduling instructions and updates; and supports referrals and service authorizations. It also handles patient and staff messages, records requests, prescription refill requests, documents, and physician calendars, following applicable privacy, documentation, and workflow procedures. The Secretary I may help train less senior staff and assist with special projects, reports, and other work requested by providers or a supervisor.

The role emphasizes courteous, clear communication and timely resolution of patient inquiries. The employee is expected to follow NYU Langone Health and Faculty Group Practice service standards, maintain confidentiality, refer clinical questions to licensed staff, and keep work and patient areas organized.

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.

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.
• Contact patients about upcoming appointments and procedures, including instructions, preparation, forms, schedule changes, and referral or authorization status.
• 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, respond to non-clinical questions, and route calls 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.
• Greet patients, support patient access activities, promote MyChart sign-up, and contribute to a positive patient experience using the organization’s service standards.
• Handle mail, faxes, correspondence, routine letters, forms, memoranda, labels, and other documents; review work for accuracy and completeness.
• Process paper and electronic records, scan and upload documents into EPIC, follow scanning guidelines, and release medical records according to HIPAA and FGP ROI procedures.
• Document medical-record disclosures in EPIC and fulfill requests within 10 days.
• Receive prescription refill requests, locate prescriptions in the EMR, and forward requests to an RN, LPN, or provider for evaluation and processing; communicate with pharmacies and patients about administrative prescription questions.
• 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, and reschedule patients when physicians are unavailable or schedules are blocked.
• Complete forms legibly and accurately, obtain required signatures, and direct clinical-information sections to an LPN, RN, or licensed provider.
• Maintain confidentiality and refer questions about diagnosis or treatment to an RN or provider; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Maintain professional and cooperative working relationships, prioritize assignments during workload changes, and communicate effectively with patients and staff in person, by phone, in writing, and electronically.
• Participate in training staff on registration and office policies and responsibilities; provide guidance or training to less senior staff as needed.
• 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.
• Collaborate with colleagues, site management, the Patient Access Center, and Central Billing Office to support patient access and resolve inquiries; apply service-recovery practices and share improvement opportunities with leadership.
• Assist with special projects, reports, and activities, ensure information is accurate and complete, and bring problems or questions to a 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.
• Employee wellness program covering 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