Secretary - NYU Langone South Shore Neurologic Associates - Patchogue

NYU Langone Health • Patchogue, NY

12d • $54,165 - $54,165 • Onsite

About The Position

NYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center providing comprehensive medical and surgical care. We are dedicated to medical education and research, offering a wide range of inpatient and outpatient services. At NYU Langone Health, we value equity and inclusion, fostering an environment where diverse talent can thrive. This role provides basic front-desk support for clinical intake operations, potentially including pre-authorizations and certifications (excluding surgical procedures). The Faculty Group Practice Sec I will handle administrative tasks such as greeting patients, answering calls, scheduling appointments, and other duties to support practice operations.

Requirements

• High School or equivalent.
• Excellent organizational, interpersonal and verbal and written communications skills.
• Strong customer service skills.
• Ability to complete multiple tasks efficiently and thrive in a team work environment.
• Knowledge of Microsoft Office, database and internet applications.
• Light, accurate keyboarding skills.
• Qualified candidates must be able to effectively communicate with all levels of the organization.

Nice To Haves

• 6 months Physician practice office experience.
• Knowledge of medical terminology.
• Knowledge of EPIC Ambulatory.

Responsibilities

• Schedules appointments for visits, treatments, and procedures, reviews appointment confirmation responses, and manages waitlists. Communicates to patients on upcoming scheduled visits, including instructions, preparation, and forms.
• Obtains authorizations for services as needed. Answers calls and takes messages, addressing questions or routing messages to the appropriate contact clearly and timely. Handles faxes and mail.
• Prepares standard letters and forms as needed.
• Provides administrative physician and practice support.
• Demonstrates knowledge of the organization's patient experience expectations and Service Standards and incorporates them into the performance of duties.
• Supports patient access activities (e.g., greets patients, collects information, answers questions, directs requests for assistance to the proper individual).
• Answers phones and screens incoming calls, providing information, taking messages, or redirecting calls to the appropriate person.
• Maintains cooperative and professional relationships with physicians, nurses, and office staff.
• Exercises skill in prioritizing assignments to complete work in a timely manner when faced with changes in workload, assignments, deadline pressures, competitive requirements, and/or heavy workload.
• Demonstrates communication skills: using appropriate vocabulary and grammar when obtaining and conveying information to patients, physicians, nurses, and staff at various levels; in person, over the phone, in writing, and in electronically sent messages.
• Participates in training staff in registration and office policies and responsibilities.
• May assist, provide guidance and/or train less senior staff.
• Reviews all assigned in-basket messages and patient emails before routing to the appropriate provider, including staff messages, appointment notifications, etc.
• Provides patients with non-clinical instructions for any upcoming appointments/procedures.
• Promotes the use and sign-up of MyChart.
• Follows scanning guidelines and best practices for importing outside documents—results, records, forms, etc.
• Reviews the waitlist periodically and ensures patients are being called and offered appointments.
• Responsible for rescheduling patients when physicians are out or blocking their schedules.
• Organizes and distributes mail and faxes.
• Has a general knowledge of the practice/physician specialty including conditions and treatments and scheduling scripts.
• Manages the physician's calendars including creating and sending calendar invites.
• Releases medical records in accordance with HIPAA and FGP ROI procedures.
• Documents disclosures in Epic and fulfills requests within a 10-day timeframe.
• Processes incoming and outgoing documents via paper and electronic records.
• Scans, uploads, and forwards appropriate information within EPIC.
• Completes forms legibly and accurately. Forwards areas requiring clinical information to LPN, RN, or Licensed Provider.
• Secures appropriate signatures and forwards documents/forms to the correct destination.
• Follows up with the physician on any outstanding messages related to patient care.
• Answers patient questions to ensure understanding and patient satisfaction, or refers them to more senior level staff.
• Maintains confidentiality on matters to which they are privileged. Refers all questions/queries related to medical diagnosis or treatment to RN/provider. Refers Surgical and Infusion scheduling to Senior Medical Secretary.
• Prepares routine memoranda, letters, labels, routine manuscripts, correspondence, and other documents as needed.
• Reviews work for accuracy and completeness. Receives prescription refill requests, locates requested prescription in EMR, and tasks RN, LPN, or Provider to evaluate, set up, and/or process for renewal.
• Communicates with pharmacies and patients to clarify prescription questions and/or concerns, related to patient demographic, insurance, and status information. Refers questions related to prescription information to RN/LPN/Provider.
• Initiates and follows up on pre-authorizations and appeals and arranges peer-to-peer communication when required. Responsible for Patient, Referral and Authorization work queues.
• Obtains and documents referrals received in EPIC.
• Collaborates with other NYU Langone sites to ensure seamless continuation of care.
• Remains current on latest best practices, policies, and protocols (including workflow updates, FOCUS trainings, and job-related tasks).
• Maintains cleanliness of both personal and patient space, including waiting areas and restocks supplies as needed.
• Communicates with patients, providing all scheduling instructions, clarification, updates on status or changes, and answering related questions for any upcoming appointments/procedures. Communicates with patients regarding status of referrals and/or authorization.
• Assists with the completion of special projects, reports, and activities. Ensures requested and related information is accurate and complete. Brings any problems or questions to supervisor attention.

Benefits

• Financial security benefits
• Generous time-off program
• Employee resource groups for peer support
• Holistic employee wellness program (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