Secretary Intake/Scheduler II (FGP) - Manhattan, Multispecialty
About The Position
NYU Grossman School of Medicine is seeking a Secretary Intake/Scheduler II to perform front-end administrative tasks that support practice operations. The role includes greeting patients, answering calls, scheduling appointments, maintaining patient records and insurance information, and completing other administrative duties. The successful candidate serves as a lead in front-desk operations and provides training and onboarding support for new employees. The position supports patient access and a positive patient experience through professional, timely interactions; efficient scheduling; accurate intake, registration, and documentation; and coordination with patients, providers, colleagues, and other teams. It also includes maintaining patient privacy, addressing administrative work queues and messages, and following applicable organizational workflows and policies.
Requirements
- High school diploma.
- Three years of relevant secretarial or clerical experience.
- Light, accurate keyboarding skills.
- Excellent organizational, interpersonal, and communication skills.
- Ability to communicate effectively with all levels of the organization.
Nice To Haves
- Knowledge of medical terminology.
- Knowledge of computer-based scheduling and appointment programs.
- Excellent telephone skills.
- Prior physician practice experience.
Responsibilities
- Greet patients in person and by phone professionally, answer questions, and refer issues to the appropriate contact when necessary.
- Optimize provider schedules and patient access by establishing and maintaining scheduling templates; schedule routine and follow-up appointments, procedures, and referrals.
- Serve as a lead in front-desk operations and provide training and onboarding support for new front-desk employees.
- Perform patient intake and registration, collect forms and co-payments, update patient information, and gather demographic and insurance information.
- Verify insurance eligibility, obtain insurance referrals when applicable, and collect patient and financial documents and required signatures.
- Enroll eligible patients in Patient Secure by obtaining a palm scan and photo, and assist patients with Check Mate kiosks.
- Scan and upload documents into Epic according to scanning guidelines and report issues with kiosks, Patient Secure devices, or other equipment.
- Monitor waiting areas and communicate wait times; perform check-out functions, provide after-visit information, schedule follow-up care, collect payments, and promote MyChart use.
- Monitor the Department Appointment Report, patient front-end work queues, and assigned administrative in-basket messages, addressing missing information in a timely manner.
- Release medical records in accordance with HIPAA and FGP ROI guidelines, document disclosures in Epic, and fulfill requests within 10 days.
- Maintain patient privacy and refer pre-authorization or certification inquiries to the appropriate person or area.
- Maintain office inventory, anticipate supply needs, expedite orders, and keep personal, patient, and waiting areas clean and stocked.
- Apply NYU Langone Health service standards and the FGP CARES and LEARN service models; support service recovery and escalate concerns when appropriate.
- Collaborate with site management, colleagues, physicians, nurses, access center representatives, the Patient Access Center, and Central Billing Office to support patient experience and access.
- Share opportunities to improve patient experience and access, remain current on policies and workflows, and prioritize work effectively as demands change.
- Provide forms, letters, and other materials for patients and providers; perform other related duties as needed by providers and supervisors.
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.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
