Secretary I - Intake/Scheduler (FGP) - Manhattan, Radiology

NYU Langone Health • New York, NY

1h • $56,873 - $56,873

About The Position

The Faculty Group Practice Secretary I performs front-end administrative duties supporting practice operations in Radiology. The role includes greeting patients, answering and screening calls, scheduling appointments, handling correspondence and documents, and completing other administrative tasks as needed. The successful candidate supports patient access and works with patients, physicians, nurses, office staff, and other NYU Langone teams to promote timely service and a positive patient experience.

The position supports appointment scheduling and management, including communicating appointment instructions and updates, reviewing confirmations, maintaining waitlists, rescheduling patients, and coordinating authorizations and referrals. It also involves processing records and documents in EPIC, handling in-basket messages and patient emails, assisting with prescription refill requests, maintaining physician calendars, and releasing medical records in accordance with HIPAA and FGP procedures. The secretary maintains confidentiality, refers clinical questions to licensed staff, and refers surgical and infusion scheduling to a Senior Medical Secretary.

The role requires professional, clear communication; accurate and timely completion of work; collaboration with colleagues; and adherence to NYU Langone Health's patient experience standards. The employee may assist with training less senior staff and with special projects, reports, and other duties as assigned by providers or a 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 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 is strongly preferred.

Responsibilities

• Schedule appointments for visits, treatments, and procedures; review confirmation responses and manage waitlists.
• Communicate appointment instructions, preparation requirements, forms, updates, and status information to patients.
• Obtain authorizations and referrals, follow up on pre-authorizations and appeals, and arrange peer-to-peer communication when required.
• Answer and screen calls, take messages, provide appropriate information, and route calls or questions to the appropriate person.
• Greet patients, support patient access activities, and direct requests for assistance to the appropriate staff member.
• Handle, organize, and distribute mail and faxes; prepare routine letters, forms, memoranda, labels, and other documents.
• Review assigned in-basket messages and patient emails and route them appropriately; follow up with physicians on outstanding patient-care messages.
• Process incoming and outgoing documents and medical records, including scanning, uploading, and forwarding information in EPIC.
• Release medical records according to HIPAA and FGP ROI procedures, document disclosures in EPIC, and fulfill requests within 10 days.
• Complete forms accurately, obtain required signatures, and forward clinical-information sections to licensed staff and documents to the correct destination.
• Receive prescription refill requests, locate prescriptions in the EMR, and route requests to an RN, LPN, or provider for evaluation and processing.
• Communicate with pharmacies and patients to clarify prescription questions involving demographic, insurance, or status information; refer clinical prescription questions to licensed staff.
• Manage physician calendars, including creating and sending calendar invitations.
• Maintain Patient, Referral, and Authorization work queues and document referrals received in EPIC.
• Reschedule patients when physicians are unavailable or schedules are blocked; review waitlists and offer appointments to patients.
• Collaborate with other NYU Langone sites, the Patient Access Center, and the Central Billing Office to support continuity of care and a positive patient experience.
• Maintain cooperative and professional relationships with physicians, nurses, office staff, patients, and colleagues.
• Apply NYU Langone patient experience standards, including the CARES service principles and LEARN service-recovery model; escalate issues when appropriate.
• Promote MyChart use and sign-up, and support staff understanding of Access Agreement principles.
• Maintain current knowledge of best practices, policies, protocols, workflow updates, and required training.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Review work for accuracy and completeness, prioritize changing workloads and deadlines, and bring problems or questions to a supervisor.
• Participate in training staff on registration and office policies and responsibilities; provide guidance to less senior staff as needed.
• Assist with special projects, reports, and activities and 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