Secretary I - Intake/Scheduler, FGP - Garden City

NYU Langone Health • Village of Garden City, NY

1d

About The Position

The Faculty Group Practice Secretary I performs front-end administrative duties that support practice operations. The role greets patients, answers and routes calls, schedules visits, treatments, and procedures, and handles other administrative tasks as needed. It also supports patient access and experience by communicating appointment instructions, managing waitlists and schedules, processing patient communications and documents, and collaborating with providers, colleagues, and other NYU Langone sites. The position requires maintaining confidentiality, following HIPAA and practice procedures, and directing clinical questions to licensed clinical staff.

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 confirmations, manage waitlists, and reschedule patients when physicians are unavailable or block their schedules.
• Communicate appointment and procedure details, preparation instructions, forms, updates, and referral or authorization status to patients.
• Obtain service authorizations; initiate and follow up on pre-authorizations and appeals; arrange peer-to-peer communications when required.
• Answer and screen calls, take messages, answer non-clinical questions, and route calls and messages to appropriate contacts in a timely manner.
• Review assigned in-basket messages and patient emails before routing them to providers, and follow up with physicians on outstanding patient-care messages.
• Greet patients, collect information, support patient access activities, and promote MyChart enrollment.
• Handle, organize, and distribute mail and faxes; prepare routine letters, forms, memoranda, labels, correspondence, and other documents.
• Process paper and electronic records; scan, upload, and forward documents in EPIC; follow document-scanning guidelines; release medical records in accordance with HIPAA and FGP release-of-information procedures; document disclosures and fulfill requests within 10 days.
• Complete forms accurately, obtain required signatures, and forward documents to the correct destination; direct requests requiring clinical information to an LPN, RN, or licensed provider.
• Receive prescription refill requests, locate prescriptions in the EMR, and route them to clinical staff for evaluation and processing; communicate with patients and pharmacies about non-clinical prescription questions and refer clinical questions to an RN, LPN, or provider.
• Maintain physician calendars, including creating and sending calendar invitations; refer surgical and infusion scheduling to the Senior Medical Secretary.
• Maintain professional relationships with physicians, nurses, office staff, colleagues, Patient Access Center staff, Central Billing Office staff, and other NYU Langone sites.
• Apply NYU Langone patient-experience standards, CARES principles, and the LEARN service-recovery model; escalate issues as appropriate and share improvement opportunities with leadership.
• Participate in staff training on registration, office policies, and responsibilities; provide guidance or training to less senior staff as needed.
• Stay current on 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.
• Complete special projects, reports, and other related duties as requested by providers or a supervisor; ensure information is accurate and complete and raise problems or questions with a supervisor.

Benefits

• Comprehensive benefits and wellness package, including financial security benefits, a generous time-off program, employee resource groups, and a holistic employee wellness program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED