Secretary I - Intake/Scheduler, FGP - Cardiology - Mineola

NYU Langone Health • Village of Mineola, NY

1d

About The Position

The Faculty Group Practice Secretary I supports the operations of the Cardiology practice in Mineola by performing front-end administrative and patient-access duties. The role includes greeting patients, answering calls, scheduling visits, treatments, and procedures, managing appointment confirmations and waitlists, communicating appointment instructions, and obtaining service authorizations as needed. The Secretary I also handles messages, mail, faxes, documents, and other routine administrative work.

The position supports physicians and practice staff by managing calendars, processing records and forms, coordinating referrals and authorizations, handling prescription refill requests for clinical review, and routing patient-care questions to licensed clinical staff. The role uses EPIC and related workflows to document referrals and disclosures, scan and forward records, and fulfill medical-record requests in accordance with HIPAA and practice procedures. It also includes helping maintain a positive patient experience and access, collaborating with colleagues and other NYU Langone sites, and assisting with training and special projects as needed.

The successful candidate must have a high school diploma, strong organizational, interpersonal, verbal, and written communication skills, a customer-service orientation, basic computer application knowledge, and light, accurate keyboarding skills. Intermediate knowledge of computer-based scheduling and appointment programs is preferred. The posted annual salary is $56,876.40.

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 with patients about scheduled appointments and procedures, including instructions, preparation, forms, changes, referrals, and authorization status.
• 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, provide information, and route calls and inquiries to the appropriate person.
• Greet patients, support patient access activities, answer non-clinical questions, and refer clinical questions to an RN, LPN, or provider.
• Review assigned in-basket messages and patient emails and route them to the appropriate provider; follow up with physicians on outstanding patient-care messages.
• Handle and distribute mail and faxes; prepare routine letters, forms, memoranda, labels, correspondence, and other documents.
• Manage physician calendars, including creating and sending calendar invitations, and reschedule patients when physicians are unavailable or schedules are blocked.
• Process incoming and outgoing paper and electronic documents; scan, upload, and forward information in EPIC, following document-scanning guidelines.
• Release medical records according to HIPAA and FGP ROI procedures, document disclosures in EPIC, and fulfill requests within a 10-day timeframe.
• Obtain and document referrals in EPIC and manage patient, referral, and authorization work queues.
• 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.
• Complete forms accurately, obtain appropriate signatures, and route clinical sections or documents to the appropriate staff or destination.
• Maintain professional relationships with physicians, nurses, office staff, colleagues, and NYU Langone sites to support continuity of care.
• Promote MyChart use and sign-up and support collaboration with the Patient Access Center and Central Billing Office.
• Uphold NYU Langone’s patient-experience standards, use the CARES and LEARN service approaches, anticipate patient needs, support service recovery, and escalate concerns when appropriate.
• Participate in training staff on registration and office policies and responsibilities; provide guidance to less senior staff as needed.
• Remain current on policies, protocols, workflow updates, trainings, and job-related practices.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Assist with special projects, reports, and activities; check information for accuracy and completeness and raise problems or questions to a supervisor.
• Perform other related duties as needed by providers and 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 well-being.

What This Job Offers

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