Secretary I - Intake/Scheduler, FGP - Peds - Garden City

NYU Langone Health • Village of Garden City, NY

8d • $33,213 - $56,876

About The Position

The Faculty Group Practice Secretary I performs front-end administrative tasks supporting pediatric practice operations. The role includes greeting patients, answering and directing calls, scheduling appointments, treatments, and procedures, and handling other administrative duties. The successful candidate helps coordinate patient access and communications, manages physician calendars and appointment waitlists, obtains authorizations and referrals, and processes patient and practice documents through paper and electronic records, including Epic. The role also supports a positive patient experience by communicating clearly, protecting confidentiality, collaborating with colleagues, and following the practice’s service standards.

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 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 and manage waitlists.
• Contact patients about upcoming appointments and procedures, providing non-clinical instructions, preparation details, forms, updates, and scheduling information.
• Obtain service authorizations, initiate and follow up on pre-authorizations and appeals, and arrange peer-to-peer communication when required.
• Answer and screen calls, take messages, answer appropriate questions, and route calls or messages to the appropriate contact.
• Review assigned in-basket messages and patient emails before routing them to providers; follow up with physicians on outstanding patient-care messages.
• Support patient access by greeting patients, collecting information, answering questions, and directing requests for assistance appropriately.
• Handle, organize, and distribute incoming and outgoing mail, faxes, and documents.
• Prepare routine letters, memoranda, forms, labels, correspondence, and other documents; review work for accuracy and completeness.
• Process documents in paper and electronic records; scan, upload, and forward information in Epic in accordance with scanning guidelines and best practices.
• Release medical records in accordance with HIPAA and Faculty Group Practice procedures, document disclosures in Epic, and fulfill requests within 10 days.
• Complete forms accurately, obtain appropriate signatures, and route clinical questions or sections to an LPN, RN, or licensed provider.
• Receive prescription refill requests, locate prescriptions in the EMR, and task clinical staff for evaluation and processing; communicate with pharmacies and patients about demographic, insurance, and status information, and route clinical questions to clinical staff.
• Manage Patient, Referral, and Authorization work queues; obtain and document referrals in Epic and communicate with patients about referral and authorization status.
• Manage physician calendars, including creating and sending calendar invitations, and reschedule patients when physicians are unavailable or schedules are blocked.
• Refer surgical and infusion scheduling to a Senior Medical Secretary.
• Maintain professional, cooperative relationships with physicians, nurses, office staff, colleagues, and other NYU Langone sites to support continuity of care.
• Apply the organization’s patient experience standards, including the CARES service strategy and LEARN service recovery model; escalate issues as appropriate.
• Promote MyChart sign-up, collaborate with the Patient Access Center and Central Billing Office, and help ensure practice staff understand Access Agreement principles.
• Participate in staff training and provide guidance to less senior staff as appropriate.
• Maintain current knowledge of 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 information is accurate and complete and bring problems or questions to a supervisor.
• 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