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

NYU Langone Health • Garden City, KS

13d

About The Position

The Secretary I - Intake/Scheduler supports Faculty Group Practice operations through front-end administrative work, including greeting patients, answering calls, scheduling appointments, and completing other administrative duties. The role coordinates patient visits, treatments, and procedures; communicates scheduling instructions and updates; manages waitlists and appointment-related communications; and obtains service authorizations and referrals as needed.

The position provides administrative support to physicians and practice staff, including managing calendars, routing messages and patient emails, processing records and forms, handling mail and faxes, and maintaining patient information in Epic. It also supports prescription refill workflows, pre-authorizations, appeals, and referral and authorization work queues. The Secretary I maintains confidentiality, routes clinical questions to licensed staff, and refers surgical and infusion scheduling to a Senior Medical Secretary.

The role contributes to patient access and experience by delivering professional, responsive service in person, by phone, and through electronic messaging. It collaborates with colleagues and other NYU Langone teams, supports service recovery, helps maintain an orderly practice environment, and completes special projects and other duties as requested by providers or a supervisor. The employer offers a comprehensive benefits and wellness package, including financial security benefits, a generous time-off program, employee resource groups, and an employee wellness program.

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.

Responsibilities

• Schedule appointments for visits, treatments, and procedures; review confirmation responses and manage waitlists.
• Communicate appointment instructions, preparation requirements, forms, updates, and status changes to patients.
• Obtain service authorizations and referrals as needed, and maintain related work queues and documentation in Epic.
• Answer and screen calls, take messages, respond to non-clinical questions, and route inquiries to the appropriate person.
• Review assigned in-basket messages and patient emails before routing them to providers or other appropriate staff.
• Process incoming and outgoing paper and electronic documents, including scanning and uploading information in Epic.
• Release medical records in accordance with HIPAA and Faculty Group Practice procedures; document disclosures and fulfill requests within 10 days.
• Handle mail and faxes; prepare routine letters, memoranda, forms, labels, correspondence, and other documents.
• Manage physician calendars, including creating and sending calendar invitations, and reschedule patients when physicians are unavailable or schedules are blocked.
• Receive prescription refill requests and route them to an RN, LPN, or provider for evaluation and processing; communicate with pharmacies and patients about related administrative questions.
• Initiate and follow up on pre-authorizations and appeals, and arrange peer-to-peer communications when required.
• Maintain professional and cooperative relationships with physicians, nurses, colleagues, and office staff; collaborate with other NYU Langone sites and access teams.
• Deliver a positive patient experience by greeting patients professionally, communicating clearly, anticipating needs, supporting service recovery, and escalating concerns when appropriate.
• Promote MyChart use and sign-up, follow current policies and workflows, and participate in relevant training.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Assist with staff training and provide guidance to less senior staff as appropriate.
• Complete special projects, reports, and other related duties requested by providers or a supervisor; bring problems or questions to a supervisor's attention.

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