Senior Medical Secretary - Otolaryngology - Garden City

NYU Langone Health • Garden City, NY

9d • Onsite

About The Position

NYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center that provides sophisticated diagnostic and therapeutic care across numerous medical and surgical specialties. As a major regional healthcare resource, it is deeply committed to medical education and research, offering a comprehensive range of inpatient and outpatient services. NYU Langone Health prioritizes equity and inclusion, aiming to create an environment where diverse talent can thrive. The Senior Medical Secretary will perform administrative and surgical coordination tasks to support daily practice operations, including scheduling patient visits and procedures, managing patient calls, and maintaining efficient provider schedules.

Requirements

• High School diploma.
• Three years of relevant medical clerical experience.
• Prior physician practice experience.
• Knowledge of medical terminology.
• Light, accurate keyboarding skills.
• Excellent organizational skills.
• Excellent interpersonal skills.
• Excellent communication skills.
• Qualified candidates must be able to effectively communicate with all levels of the organization.

Nice To Haves

• Background in computer literacy preferred.

Responsibilities

• Schedules appointments for visits, treatments, and surgical 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.
• Handles faxes and mail.
• Prepares standard letters and forms as needed.
• Performs other duties as needed.
• Schedules surgeries in EPIC.
• Prepares the daily schedule and manages the OR template.
• Creates and sends calendar invites.
• Discusses surgical appointment details with patients, including arrival times and fasting instructions.
• Scans all necessary documents related to surgical appointments.
• Reviews charts to ensure all required elements are in EPIC (Labs, medical clearance, EKG, etc.).
• Demonstrates knowledge of the organization’s patient experience expectations and Service Standards.
• Supports patient access activities, including greeting patients, collecting information, and answering questions.
• Answers phones and screens incoming calls, providing information or redirecting calls.
• Maintains cooperative and professional relationships with physicians, nurses, and office staff.
• Prioritizes assignments to complete work in a timely manner under varying workloads and deadlines.
• Demonstrates effective communication skills in person, over the phone, and in writing.
• Participates in training staff in registration and office policies.
• Reviews and routes in-basket messages and patient emails.
• Provides patients with non-clinical instructions for upcoming appointments/procedures.
• Promotes the use and sign-up of MyChart.
• Follows scanning guidelines for importing outside documents.
• Reviews the waitlist and ensures patients are contacted and offered appointments.
• Reschedules patients when physicians are unavailable or schedules are blocked.
• Organizes and distributes mail and faxes.
• Maintains a general knowledge of the practice/physician specialty, including conditions, treatments, and scheduling scripts.
• Manages physician calendars, including creating and sending calendar invites.
• Releases medical records in accordance with HIPAA and FGP ROI procedures, documenting disclosures in Epic within a 10-day timeframe.
• Processes incoming and outgoing documents via paper and electronic records, scanning, uploading, and forwarding information within EPIC.
• Completes forms legibly and accurately, securing necessary signatures and forwarding documents.
• Follows up with physicians on outstanding messages related to patient care.
• Answers patient questions to ensure understanding and satisfaction, or refers them to senior staff.
• Maintains confidentiality of privileged information.
• Refers all questions related to medical diagnosis or treatment to RN/provider.
• Refers Surgical and Infusion scheduling to Senior Medical Secretary.
• Prepares routine memoranda, letters, labels, correspondence, and other documents.
• Reviews work for accuracy and completeness.
• Receives prescription refill requests, locates prescriptions in EMR, and tasks RN, LPN, or Provider for evaluation and processing.
• Communicates with pharmacies and patients to clarify prescription questions related to patient demographics, insurance, and status.
• Initiates and follows up on pre-authorizations and appeals, arranging peer-to-peer communication when required.
• Responsible for Patient, Referral, and Authorization workqueues.
• Obtains and documents referrals received in EPIC.
• Collaborates with other NYU Langone sites to ensure seamless continuation of care.
• Remains current on best practices, policies, and protocols.
• Maintains cleanliness of personal and patient spaces, including waiting areas, and restocks supplies.
• Communicates with patients regarding scheduling instructions, clarification, status updates, and answers related questions.
• Communicates with patients regarding the status of referrals and/or authorizations.
• Assists with the completion of special projects, reports, and activities, ensuring accuracy and completeness.
• Serves as a Brand Ambassador for NYU Langone Health Faculty Group Practice by upholding the NYULH Mission, vision, and values.
• Embodies the core principles of the FGP Service Strategy CARES (Connect, Align, Respond, Ensure, and Sign-Off).
• Greets patients warmly and professionally, stating name and role, and clearly communicates each step of the care/interaction.
• Works collaboratively to ensure a positive experience and timely resolution for all patient interactions.
• Proactively anticipates patient needs and participates in service recovery using the LEARN model.
• Shares ideas to improve patient experience and access with leadership.
• Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote a positive patient experience.
• Ensures practice staff are versed in Access Agreement gold standard principles.

Benefits

• Comprehensive benefits and wellness package.
• Financial security benefits.
• Generous time-off program.
• Employee resource groups for peer support.
• Holistic employee wellness program focusing on physical, mental, nutritional, sleep, social, financial, and preventive care.

What This Job Offers

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