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

NYU Langone Health • Garden City, KS

7d

About The Position

The Secretary I - Intake/Scheduler supports pediatric Faculty Group Practice operations in Garden City by performing front-end administrative work. The role includes greeting patients, answering and routing calls, scheduling appointments, handling messages, and completing other administrative duties as needed. The Secretary I helps coordinate patient access and provides scheduling instructions and non-clinical information about upcoming appointments and procedures. They also support physicians and practice staff, process records and documents, coordinate referrals and authorizations, and help ensure a positive patient experience while maintaining confidentiality and following applicable policies and procedures.

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.

Responsibilities

• Schedule appointments for visits, treatments, and procedures; review confirmations, manage waitlists, and reschedule patients when physicians are unavailable or block their schedules.
• Communicate appointment details, preparation instructions, forms, updates, and status changes to patients; answer related questions or route them to appropriate staff.
• 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 incoming calls, take messages, provide information, and direct calls and requests to the appropriate person in a clear and timely manner.
• Greet patients and support patient access by collecting information, answering questions, and directing requests for assistance appropriately.
• 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.
• Handle, organize, and distribute mail and faxes; prepare routine letters, memoranda, labels, forms, correspondence, and other documents; review work for accuracy and completeness.
• Process paper and electronic records, scan and upload documents into Epic, follow scanning guidelines, and forward information to the appropriate destination.
• Release medical records in accordance with HIPAA and Faculty Group Practice release-of-information procedures; document disclosures in Epic and fulfill requests within 10 days.
• Complete forms legibly and accurately, secure required signatures, and refer requests needing clinical information to an LPN, RN, or licensed provider.
• Receive prescription refill requests, locate prescriptions in the electronic medical record, and route them to an RN, LPN, or provider for evaluation and processing; communicate with pharmacies and patients about relevant demographic, insurance, or status details.
• Refer questions about diagnosis, treatment, or prescription information to an RN, LPN, or provider; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Manage physician calendars, including creating and sending calendar invitations.
• Promote MyChart use and sign-up and provide non-clinical appointment or procedure instructions.
• Maintain professional and cooperative relationships with physicians, nurses, office staff, patients, and other NYU Langone sites to support continuity of care.
• Apply NYU Langone Health and Faculty Group Practice service expectations, including CARES and the LEARN model, and help resolve patient concerns or escalate them to leadership as appropriate.
• Maintain current knowledge of policies, protocols, workflow updates, training, and job-related practices.
• Maintain cleanliness of personal and patient areas, including waiting areas, and restock supplies as needed.
• Participate in training staff on registration and office policies and responsibilities; may guide or train less senior staff.
• Assist with special projects, reports, and activities; ensure requested information is accurate and complete and bring problems or questions to a supervisor.
• Perform other related duties as needed by providers and 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