Senior Medical Secretary

Senior Medical Secretary, FGP - Garden CityAdministrative/Office SupportGarden City, NY • Full-Time/RegularNYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center, which offers sophisticated diagnostic and therapeutic care in virtually every specialty and subspecialty of medicine and surgery. We are a major regional healthcare resource with a deep commitment to medical education and research, offering a full complement of inpatient and outpatient services. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.Position Summary: We have an exciting opportunity to join our team as a Senior Medical Secretary, FGP - Garden City. In this role, the successful candidate performs administrative and surgical coordination tasks to support daily practice operations. This role is responsible for scheduling patient visits and procedures in collaboration with other areas within the Medical Center, handling patient phone calls, and maintaining efficient provider schedules.Job Responsibilities:Schedules appointments for visits, treatments, and surgical proceduresReviews appointment confirmation responses and manages waitlistsCommunicates to patients on upcoming scheduled visits, including instructions, preparation, and formsObtains authorizations for services as neededAnswers calls and takes messages. Addresses questions or routes messages to appropriate contact in a clear and timely mannerHandles faxes and mailPrepares standard letters and forms as neededPerforms other duties as neededAdministrative Physician and Practice SupportSchedule surgeries in EPICPrepares the daily schedule and manages the OR template. Must be able to create and send calendar invitesDiscuss surgical appointment details which may include explaining patient's arrival time, fasting instructions and other expectationsScan all necessary documents related to the surgical appointmentReview chart to make sure all required elements are in EPIC (Labs, medical clearance, EKG etc.)Demonstrates knowledge of the organization's patient experience expectations and Service Standards and incorporates them in to the performance of dutiesSupports patient access activities (i.e. greets patients, collects information, answers questions, requests for assistance are directed to proper individual, etc.)Answers phones and screens incoming calls. Provides information, take messages, or redirects calls to the appropriate personMaintains cooperative and professional relationships with physicians, nurses, and office staffExercises skill in prioritizing assignments in order to complete work in a timely manner when there are changes in workload, assignments, pressures of deadlines, competitive requirements, and/or a heavy workloadDemonstrates 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 messagesParticipates in training staff in registration and office policies and responsibilities. May assist, provide guidance and/or train less senior staffReviews all assigned in-basket messages and patient emails before routing to the appropriate provider which includes staff messages, appointment notifications, etc.Provides patients with non-clinical instructions for any upcoming appointments/proceduresPromotes the use and sign-up of MyChartFollows 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 appointmentsResponsible for rescheduling patients when physicians are out or blocking their schedulesOrganizes and distributes mail and faxesHas a general knowledge of the practice/physician specialty including conditions and treatments and scheduling scriptsManages the physician's calendars including creating and sending calendar invitesReleases medical records in accordance of HIPPA and FGP ROI procedures. Documents disclosures in Epic and fulfills requests within a 10 day timeframeProcesses incoming and outgoing documents via paper and electronic records. Scans, uploads and forwards appropriate information within EPICCompletes forms legibly and accurately. Forwards areas requiring clinical information to LPN, RN or Licensed Provider. Secures appropriate signatures and forwards documents/forms to correct destinationFollows up with the physician on any outstanding messages related to patient careAnswers 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/providerRefers Surgical and Infusion scheduling to Senior Medical SecretaryPrepares routine memoranda letters, labels, routine manuscripts, correspondence and other documents as needed. Reviews work for accuracy and completenessReceives prescription refill requests, locates requested prescription in EMR, and tasks RN, LPN, or Provider to evaluate, set up and/or process for renewalCommunicates 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/ProviderInitiates and follows-up on pre-authorizations and appeals and arranges peer-to-peer communication when requiredResponsible for Patient, Referral and Authorization workqueuesObtains and documents referrals received in EPICCollaborates with other NYU Langone sites to ensure seamless continuation of careRemains 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 neededPatient Experience and AccessServes as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH Mission, vision and values and promoting excellence in the patient experience, during every encounter.Drives consistency in every patient and colleague encounter by embodying the core principles of our 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 as appropriateWorks collaboratively with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions and inquiries whether in person, by phone or via electronic messaging.Proactively anticipates patient needs, and participates in service recovery by applying the LEARN model (Listen, Empathize, Apologize, Resolve, Notify), and escalates to leadership as appropriate.Shares ideas or any observed areas of opportunity, to improve patient experience and patient access, with appropriate leadership. (i.e. ways to optimize provider schedules, how to minimize delays, increase employee engagement, etc.)Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote a positive patient experience.Takes a proactive approach in ensuring that practice staff are fully versed in the Access Agreement gold standard principles.Minimum Qualifications: To qualify you must have a High School diploma. Three years of relevant medical clerical experience. Must include prior physician practice experience and knowledge of medical terminology. Light, accurate keyboarding skills required. Excellent organizational, interpersonal and communications skills required.Preferred Qualifications: Background in computer literacy preferred.Qualified candidates must be able to effectively communicate with all levels of the organization. NYU Langone Hospital—Long Island provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus