Secretary I - Intake/Scheduler, FGP - Garden City

NYU Langone Health • Garden City, NY

3d

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 handling other administrative duties. The successful candidate supports patient access and a positive patient experience while working with physicians, nurses, office staff, and colleagues across NYU Langone sites.

The Secretary I communicates appointment instructions and updates, manages appointment and referral workflows, processes documents and records, and responds to patient inquiries within the scope of the position. The role maintains confidentiality, follows organizational and HIPAA procedures, and refers clinical or specialized matters to the appropriate licensed provider or senior staff. The employee may assist with staff training and perform other duties as needed by providers and the 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 thrive 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 instructions, preparation details, forms, updates, and status information to patients, including information related to referrals and authorizations.
• Greet patients, answer and screen incoming calls, take messages, respond to questions, and route inquiries to the appropriate contact in a timely manner.
• Obtain service authorizations, initiate and follow up on pre-authorizations and appeals, arrange peer-to-peer communications when required, and manage patient, referral, and authorization work queues.
• Review and route in-basket messages and patient emails, including appointment notifications and staff messages; follow up with physicians on outstanding patient-care messages.
• Process incoming and outgoing paper and electronic documents, including scanning and uploading information in EPIC, handling mail and faxes, preparing routine correspondence and forms, and following scanning guidelines.
• Release medical records according to HIPAA and FGP ROI procedures, document disclosures in EPIC, and fulfill requests within 10 days.
• Receive prescription refill requests, locate prescriptions in the EMR, task clinical staff for evaluation or processing, and communicate with pharmacies and patients to clarify nonclinical questions.
• Manage physician calendars, including creating and sending calendar invitations.
• Support patient access and the patient experience by applying FGP Service Strategy CARES and the LEARN service recovery model, collaborating with colleagues, and escalating concerns when appropriate.
• Maintain professional relationships with physicians, nurses, office staff, Patient Access Center, Central Billing Office, and other NYU Langone sites.
• Maintain confidentiality, follow current policies and protocols, and refer clinical questions or matters requiring clinical information to an RN, LPN, or licensed provider.
• Refer surgical and infusion scheduling to a Senior Medical Secretary and refer prescription-related clinical questions to an RN, LPN, or provider.
• Maintain clean personal and patient spaces, including waiting areas, and restock supplies as needed.
• Assist with training staff in registration and office policies and responsibilities; provide guidance to less senior staff as appropriate.
• Assist with special projects, reports, and activities; review work for accuracy and completeness; and bring problems or questions to the supervisor.
• Perform other related duties as needed by providers and the supervisor.

Benefits

• Comprehensive benefits and wellness package for employees and their loved ones.
• Financial security benefits.
• Generous time-off program.
• Employee resource groups for peer support.
• Holistic employee wellness program addressing 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