Secretary I - Intake/Scheduler, FGP - Cardiology - Mineola

NYU Langone Health • Mineola, NY

4d • Onsite

About The Position

The Secretary I - Intake/Scheduler supports Faculty Group Practice operations in the Cardiology practice in Mineola. The role performs front-end administrative work, including greeting patients, answering and routing calls, scheduling visits, treatments, and procedures, managing appointment confirmations and waitlists, communicating appointment instructions, and completing other administrative duties. The secretary supports patient access and experience in person, by phone, and through electronic messaging, and works collaboratively with physicians, nurses, office staff, site management, the Patient Access Center, and Central Billing Office.

The position also processes patient and practice documentation, including mail, faxes, forms, medical records, referrals, authorizations, prescription refill requests, and records in Epic. It supports physician calendars, rescheduling, work queues, pre-authorizations and appeals, and patient communications about appointment and authorization status. The role follows confidentiality and HIPAA requirements, routes clinical questions and tasks to licensed staff, and contributes to a welcoming, efficient, and positive patient experience. The Secretary I may assist with training less senior staff and completes other related duties as needed by providers and the supervisor.

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 appointment confirmations and manage waitlists.
• Communicate upcoming appointment and procedure instructions, preparation details, forms, updates, and status information to patients.
• Obtain service authorizations, initiate and follow up on pre-authorizations and appeals, and arrange peer-to-peer communications when required.
• Answer, screen, and route calls; take messages and respond to or redirect questions in a clear and timely manner.
• Greet patients, support patient access, collect information, answer questions, and direct requests for assistance to the appropriate person.
• Review in-basket messages and patient emails before routing them to the appropriate provider.
• Provide non-clinical appointment and procedure instructions; promote MyChart use and sign-up.
• Follow scanning guidelines and import, scan, upload, and route outside documents and other records in Epic.
• Review waitlists and contact patients with appointment offers; reschedule patients when physicians are unavailable or schedules are blocked.
• Organize and distribute mail and faxes; prepare routine letters, forms, memoranda, labels, and other documents; review work for accuracy and completeness.
• Manage physician calendars, including creating and sending calendar invitations.
• 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.
• Process incoming and outgoing documents in paper and electronic records; complete forms legibly and accurately; secure signatures and forward documents to the correct destination.
• Refer matters requiring clinical information or medical diagnosis or treatment to an RN, LPN, or licensed provider; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Follow up with physicians on outstanding messages related to patient care and refer patient questions to more senior staff when appropriate.
• Receive prescription refill requests, locate prescriptions in the EMR, and task an RN, LPN, or provider to evaluate and process them; communicate with pharmacies and patients to clarify relevant prescription questions.
• Manage patient, referral, and authorization work queues; obtain and document referrals in Epic; communicate with patients about referral and authorization status.
• Collaborate with other NYU Langone sites to support continuity of care and partner with Patient Access Center and Central Billing Office colleagues.
• Maintain professional relationships and effective communication with patients, physicians, nurses, staff, and colleagues; prioritize assignments and manage workload and deadlines.
• Participate in staff training on registration and office policies and responsibilities; may guide or train less senior staff.
• Stay current on best practices, policies, protocols, workflow updates, FOCUS trainings, and job-related tasks.
• Maintain cleanliness of personal and patient areas, including waiting areas, and restock supplies as needed.
• Support a positive patient experience by applying the FGP CARES service principles and LEARN service-recovery model, escalating issues as appropriate, and sharing improvement opportunities with leadership.
• Support staff understanding of Access Agreement principles, assist with special projects and reports, ensure requested information is accurate and complete, and bring problems or questions to the 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.
• 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