Secretary I - Intake/Scheduler, FGP - Garden City

NYU Langone Health • Garden City, KS

19h

About The Position

NYU Langone Hospital—Long Island is hiring a Faculty Group Practice Secretary I to perform front-end administrative tasks that support practice operations. The role includes greeting patients, answering calls, scheduling appointments, and completing other administrative duties as needed. The successful candidate supports patient access and a positive patient experience while maintaining professional relationships with physicians, nurses, office staff, patients, pharmacies, and colleagues across NYU Langone sites.

The Secretary I schedules visits, treatments, and procedures; manages appointment confirmations and waitlists; communicates appointment instructions and updates; obtains authorizations and referrals; and handles patient, referral, and authorization work queues. The role also processes incoming and outgoing documents, manages mail and faxes, scans and uploads records in Epic, handles medical-record requests in accordance with HIPAA and Faculty Group Practice procedures, and manages physician calendars. Prescription refill requests are routed to clinical staff for evaluation, and questions about diagnosis, treatment, or prescription information are referred to a nurse or provider. Surgical and infusion scheduling is referred to a Senior Medical Secretary.

The position requires accurate, timely work, sound prioritization, clear communication, confidentiality, and collaboration. The Secretary I helps uphold NYU Langone Health’s mission, values, and patient experience standards, including the FGP CARES service strategy and LEARN service-recovery model. The role may include assisting with training less senior staff and completing special projects, reports, and other duties as needed by providers and the supervisor.

Requirements

• High school diploma.
• Excellent organizational, interpersonal, verbal communication, 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 appointment confirmations and manage waitlists.
• Communicate appointment instructions, preparation requirements, forms, updates, and status information to patients.
• Obtain authorizations, initiate and follow up on pre-authorizations and appeals, and arrange peer-to-peer communication when required.
• Answer and screen calls, take messages, provide information, and route inquiries to the appropriate person.
• Greet patients and support patient access, including collecting information and directing requests for assistance.
• Review in-basket messages and patient emails before routing them to the appropriate provider.
• Promote MyChart use and sign-up, and provide non-clinical instructions for upcoming appointments and procedures.
• Reschedule patients when physicians are unavailable or block their schedules; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Organize and distribute mail and faxes; prepare routine letters, memoranda, forms, labels, correspondence, and other documents.
• Scan, upload, process, and forward documents and outside records in Epic according to guidelines and best practices.
• Release medical records in accordance with HIPAA and FGP release-of-information procedures, document disclosures in Epic, and fulfill requests within 10 days.
• Complete forms legibly and accurately, secure appropriate signatures, and route clinical matters to an LPN, RN, or licensed provider.
• Follow up with physicians on outstanding messages related to patient care.
• Receive prescription refill requests, locate prescriptions in the EMR, and task an RN, LPN, or provider to evaluate and process renewal requests; clarify demographic, insurance, or status questions with pharmacies and patients.
• Obtain and document referrals in Epic and manage patient, referral, and authorization work queues.
• Manage physician calendars, including creating and sending calendar invitations.
• Maintain cooperative and professional relationships with physicians, nurses, office staff, patients, and colleagues at other NYU Langone sites.
• Prioritize assignments and complete accurate, complete work amid changing workloads and deadlines.
• Uphold NYU Langone’s patient experience standards and FGP CARES service strategy; anticipate patient needs, assist with service recovery using the LEARN model, and escalate issues as appropriate.
• Collaborate with site management, the Patient Access Center, and Central Billing Office to support patient experience and access.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Remain current on best practices, policies, protocols, workflow updates, FOCUS trainings, and job-related tasks.
• Share opportunities to improve patient experience, patient access, provider schedules, and workflow with appropriate leadership.
• Assist with training staff in registration, office policies, and responsibilities; provide guidance to less senior staff as needed.
• Assist with special projects, reports, and activities; bring problems or questions to the supervisor’s attention.
• 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