Secretary I - Intake/Scheduler, FGP - Huntington

NYU Langone Health • Huntington Beach, CA

1d • $56,876 - $56,876

About The Position

The Faculty Group Practice Secretary I performs front-end administrative tasks supporting practice operations. The role involves 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 patients, providers, and staff. The position also handles records, referrals, authorizations, correspondence, scheduling workflows, and office support in accordance with organizational policies and confidentiality requirements.

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 visits, treatments, and procedures; review appointment confirmations; manage waitlists; and reschedule patients when physicians are unavailable or schedules are blocked.
• Communicate appointment, procedure, referral, and authorization instructions and updates to patients, including preparation requirements and forms.
• 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 calls, take messages, provide information, route inquiries, and refer clinical questions to an RN, LPN, or provider as appropriate.
• Greet patients and support patient access by collecting information, answering non-clinical questions, and directing requests for assistance to the appropriate person.
• Review assigned in-basket messages and patient emails and route them to the appropriate provider; follow up with physicians regarding outstanding patient-care messages.
• Handle incoming and outgoing mail and faxes; prepare routine letters, memoranda, forms, labels, correspondence, and other documents; and review work for accuracy and completeness.
• Process paper and electronic records; scan, upload, and forward documents in EPIC; follow scanning guidelines; and release medical records in accordance with HIPAA and FGP ROI procedures.
• Document disclosures in EPIC and fulfill medical-record requests within a 10-day timeframe.
• Complete forms accurately, obtain required signatures, and route documents to the correct destination; refer requests requiring clinical information to licensed clinical staff.
• Receive prescription refill requests, locate prescriptions in the EMR, and task clinical staff for evaluation or processing; communicate with pharmacies and patients about non-clinical prescription questions and refer clinical questions appropriately.
• Obtain and document referrals in EPIC and collaborate with other NYU Langone sites to support continuity of care.
• Manage physician calendars, including creating and sending calendar invitations; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Maintain cooperative and professional relationships with physicians, nurses, office staff, and colleagues; prioritize assignments and complete work accurately and on time despite changing workloads and deadlines.
• Participate in training staff on registration and office policies and responsibilities, and provide guidance or training to less senior staff as needed.
• Promote MyChart sign-up and use; maintain knowledge of the practice specialty, conditions, treatments, and scheduling scripts; and remain current on policies, protocols, workflow updates, and training.
• Uphold the organization's mission, vision, values, and FGP Service Strategy CARES principles; provide warm, professional service and support service recovery using the LEARN model, escalating issues as appropriate.
• Partner with colleagues, site management, the Patient Access Center, and Central Billing Office to resolve inquiries and promote a positive patient experience and timely access.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Assist with special projects, reports, and activities; ensure information is accurate and complete; and 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, 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