Senior Medical Secretary ( FGP), Brooklyn, Cardiology

NYU Langone Health • Brooklyn, NY

4d

About The Position

The Senior Medical Secretary supports daily practice operations through administrative and surgical coordination. The role schedules patient visits, treatments, and procedures in collaboration with other areas of the Medical Center; handles patient calls and messages; and maintains efficient provider schedules. It also supports patient access, physician and practice workflows, medical-record processing, referrals, authorizations, prescription-related administration, and a positive patient experience. The position requires professionalism, confidentiality, accurate communication, prioritization, and coordination with physicians, nurses, staff, patients, pharmacies, and other NYU Langone sites.

Surgical coordination includes scheduling surgeries in EPIC, preparing daily schedules and managing the OR template, communicating appointment details and non-clinical instructions to patients, scanning related documents, and checking charts for required items such as labs, medical clearances, and EKGs. The secretary manages physician calendars, waitlists, appointment changes, incoming communications, workqueues, documents, and forms, and follows up on outstanding messages and authorizations. Medical questions are referred to clinical staff.

The position also helps train less senior staff, participates in special projects, and contributes to service improvement. As a Faculty Group Practice Brand Ambassador, the secretary upholds NYU Langone Health’s mission, vision, and values; applies the CARES and LEARN service approaches; and works with colleagues and management to resolve inquiries and support timely, positive patient interactions.

Requirements

• High school diploma.
• Three years of relevant medical clerical experience, including prior physician practice experience.
• Knowledge of medical terminology.
• Light, accurate keyboarding skills.
• Excellent organizational, interpersonal, and communication skills.
• Ability to communicate effectively with all levels of the organization.

Nice To Haves

• Computer literacy.

Responsibilities

• Schedule appointments for visits, treatments, and surgical procedures, including surgeries in EPIC.
• Review appointment confirmations, manage waitlists, and reschedule patients when physicians are unavailable or schedules are blocked.
• Communicate appointment and procedure details, preparation instructions, updates, and non-clinical guidance to patients.
• Obtain authorizations, initiate and follow up on pre-authorizations and appeals, arrange peer-to-peer communication when needed, and manage patient, referral, and authorization workqueues.
• Answer and screen calls, take messages, route inquiries appropriately, and review in-basket messages and patient emails before routing them to providers.
• Prepare daily schedules, manage the OR template and physician calendars, and create and send calendar invitations.
• Scan, upload, process, and forward documents and records in EPIC; handle mail and faxes; prepare routine letters, forms, labels, and other documents.
• Review charts for required surgical appointment elements, including labs, medical clearance, and EKGs.
• Release medical records according to HIPAA and FGP ROI procedures, document disclosures in EPIC, and fulfill requests within 10 days.
• Complete forms accurately, obtain signatures, route items requiring clinical information to licensed clinical staff, and forward documents to the appropriate destination.
• Receive prescription refill requests, locate prescriptions in the EMR, and route them to clinical staff; communicate with pharmacies and patients about administrative prescription questions.
• Obtain and document referrals in EPIC and collaborate with other NYU Langone sites to support continuity of care.
• Support patient access by greeting patients, collecting information, answering questions, directing requests, promoting MyChart signup, and maintaining a positive patient experience.
• Maintain cooperative and professional relationships with physicians, nurses, office staff, patients, pharmacies, and organizational partners.
• Prioritize work and communicate clearly and accurately in person, by phone, in writing, and electronically.
• Assist with training less senior staff in registration, office policies, and responsibilities.
• Maintain confidentiality, follow current policies and protocols, and refer clinical questions to an RN, LPN, or provider.
• Maintain cleanliness of personal and patient areas, including waiting areas, and restock supplies as needed.
• Participate in service recovery using the LEARN model, apply FGP CARES service principles, and share opportunities to improve patient experience and access.
• Assist with special projects, reports, and other duties as needed by providers or 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 well-being.

What This Job Offers

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