Secretary I - Intake/Scheduler (FGP) - Manhattan, Murray Hill 34th St

NYU Langone Health • New York, NY

13h • Onsite

About The Position

The Faculty Group Practice Secretary I performs front-end administrative duties that support practice operations, including greeting patients, answering calls, scheduling appointments, and handling other administrative tasks. The role supports patient access and a positive patient experience through professional communication, efficient scheduling, accurate documentation, and collaboration with providers and colleagues. The position is based at the Manhattan, Murray Hill 34th Street location.

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 is strongly preferred.

Responsibilities

• Schedule appointments for visits, treatments, and procedures; manage waitlists and appointment confirmations; and reschedule patients when physicians are unavailable or block their schedules.
• Communicate appointment and procedure instructions, preparation requirements, forms, referral and authorization updates, and other scheduling information to patients.
• 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.
• Greet and assist patients, collect information, answer non-clinical questions, direct requests to the appropriate person, and help resolve patient concerns.
• Answer and screen calls, take messages, provide information, and route calls and messages to appropriate contacts in a timely manner.
• Review assigned in-basket messages and patient emails before routing them to providers, 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, upload, and forward documents in EPIC; follow scanning guidelines; and release medical records in accordance with HIPAA and FGP release-of-information procedures.
• Document disclosures in EPIC and fulfill medical-record requests within 10 days; obtain referrals and document them in EPIC.
• Complete forms accurately, obtain required signatures, route forms to the correct destination, and forward items 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 non-clinical prescription questions.
• Manage physician calendars, including creating and sending calendar invitations; refer surgical and infusion scheduling to the Senior Medical Secretary.
• Maintain professional working relationships with physicians, nurses, office staff, Patient Access Center colleagues, Central Billing Office colleagues, and other NYU Langone sites.
• Apply NYU Langone Health patient-experience standards, CARES principles, and the LEARN model; anticipate patient needs, support service recovery, and escalate issues to leadership when appropriate.
• Promote MyChart sign-up, maintain confidentiality, and refer medical diagnosis or treatment questions to an RN or provider.
• Participate in training staff on registration and office policies and responsibilities, and provide guidance or training to less senior staff as needed.
• Keep personal and patient areas, including waiting areas, clean and stocked; remain current on policies, protocols, workflow updates, FOCUS training, and job-related practices.
• Assist with special projects, reports, and activities; verify information for accuracy and completeness and bring problems or questions to a supervisor.
• Perform other related duties as needed by providers and the 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 well-being.

What This Job Offers

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