Secretary I - Intake/Scheduler, FGP - Cardio - Garden City

NYU Langone Health • Village of Garden City, NY

3h

About The Position

The Faculty Group Practice Secretary I performs front-end administrative work to support practice operations, including greeting patients, answering calls, scheduling appointments, and completing other administrative duties. The role supports physicians and practice staff, patient access, appointment and referral workflows, medical-record handling, and a positive patient experience. The position is with NYU Langone Hospital—Long Island's Cardiology practice in Garden City.

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 visits, treatments, and procedures; manage appointment confirmations and waitlists; and reschedule patients when physician schedules change.
• Communicate appointment details, preparation instructions, forms, scheduling updates, referral status, and authorization status to patients.
• Obtain service authorizations, 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 incoming calls, take messages, address questions, and route calls and messages to the appropriate person.
• 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.
• Greet patients, collect information, respond to requests for assistance, and support patient access and a positive patient experience.
• Handle, organize, and distribute mail and faxes; prepare routine letters, forms, memoranda, labels, correspondence, and other documents.
• Process paper and electronic records; scan, upload, and forward documents in Epic; follow document-scanning guidelines; and release medical records according to HIPAA and FGP ROI procedures.
• Document medical-record disclosures in Epic and fulfill requests within 10 days.
• Complete forms accurately, obtain required signatures, and route clinical-information requests to an LPN, RN, or licensed provider.
• Receive prescription refill requests, locate prescriptions in the EMR, and route requests to an RN, LPN, or provider for evaluation and processing.
• Communicate with pharmacies and patients to clarify prescription-related demographic, insurance, or status information, and refer clinical questions to an RN, LPN, or provider.
• 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.
• Promote MyChart use and enrollment.
• Maintain cooperative and professional relationships with physicians, nurses, office staff, and colleagues; communicate clearly in person, by phone, in writing, and electronically.
• Prioritize work and complete multiple assignments accurately and on time amid changing workloads and deadlines.
• Participate in training staff on registration and office policies and responsibilities; may guide or train less senior staff.
• Maintain confidentiality, refer questions about diagnosis or treatment to an RN or provider, and refer surgical and infusion scheduling to a Senior Medical Secretary.
• Maintain clean personal and patient areas, including waiting areas, and restock supplies as needed.
• Stay current on best practices, policies, protocols, workflow updates, FOCUS trainings, and job-related tasks.
• Assist with special projects, reports, and activities; ensure information is accurate and complete and bring problems or questions to a supervisor.
• Uphold NYU Langone Health's mission, vision, values, and FGP service standards; apply the CARES and LEARN models and escalate issues to leadership as appropriate.
• Share ideas for improving patient experience and access, collaborate with Patient Access Center and Central Billing Office teams, and support Access Agreement principles.
• 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.
• 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