Secretary I - Intake/Scheduler - Patchogue

NYU Langone Health • Village of Patchogue, NY

3d

About The Position

NYU Langone Hospital—Long Island is hiring a Secretary I for its Faculty Group Practice. The successful candidate performs front-end administrative duties that support practice operations, including greeting patients, answering calls, scheduling appointments, and completing other administrative tasks. The role supports patient access and experience by providing clear scheduling instructions, handling patient inquiries, coordinating referrals and authorizations, processing records and documents, and working collaboratively with providers, colleagues, and other NYU Langone sites. The position requires maintaining confidentiality, following organizational policies and service standards, and referring 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 teamwork 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 confirmation responses, manage waitlists, and reschedule patients when physicians are unavailable or schedules are blocked.
• Communicate appointment instructions, preparation requirements, forms, updates, and referral or authorization status to patients.
• Obtain service authorizations, initiate and follow up on pre-authorizations and appeals, and arrange peer-to-peer communication when required.
• Answer and screen calls, take messages, respond to questions, and route inquiries to the appropriate contact.
• Greet patients, support patient access activities, and help ensure a positive patient experience in person, by phone, and through electronic messaging.
• Review assigned in-basket messages and patient emails before routing them to the appropriate provider, and follow up with physicians on outstanding patient-care messages.
• Handle, organize, and distribute mail and faxes; prepare routine letters, forms, memoranda, correspondence, labels, and other documents.
• Process paper and electronic records, scan and upload information in EPIC, and release medical records in accordance with HIPAA and Faculty Group Practice release-of-information procedures.
• Document medical-record disclosures in EPIC and fulfill requests within the stated 10-day timeframe.
• Complete forms accurately, obtain appropriate signatures, and forward documents requiring clinical information to an LPN, RN, or licensed provider.
• Receive prescription refill requests, locate prescriptions in the electronic medical record, and route requests to an RN, LPN, or provider for evaluation and processing.
• Communicate with pharmacies and patients to clarify prescription-related demographic, insurance, and 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.
• Promote MyChart use and sign-up, and collaborate with other NYU Langone sites to support continuity of care.
• Maintain professional working relationships with physicians, nurses, office staff, and colleagues; prioritize assignments and communicate effectively across different channels.
• Participate in training staff on registration and office policies, and provide guidance or training to less senior staff as needed.
• Maintain confidentiality and refer questions about diagnosis or treatment to an RN or provider; refer surgical and infusion scheduling to a Senior Medical Secretary.
• Maintain cleanliness of personal and patient areas, including waiting areas, and restock supplies as needed.
• Apply NYU Langone's patient-experience standards, CARES service principles, and LEARN service-recovery model; escalate concerns and share improvement opportunities with leadership.
• Complete special projects, reports, and other duties as needed, ensuring information is accurate and complete and bringing problems or questions to a supervisor's attention.

Benefits

• Comprehensive benefits and wellness package.
• Financial security benefits.
• Generous time-off program.
• Employee resource groups for peer support.
• Employee wellness program focused on physical, mental, nutritional, sleep, social, financial, and preventive-care well-being.

What This Job Offers

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