Senior Medical Secretary - Outpatient Ortho - Patchogue

Position Summary We have an exciting opportunity to join our team as a Senior Medical Secretary – Outpatient Ortho – Patchogue. In this role, the successful candidate performs administrative and surgical coordination tasks to support daily practice operations. The 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 procedures. Reviews appointment confirmation responses and manages wait‑lists. Communicates to patients on upcoming scheduled visits, including instructions, preparation, and forms. Obtains authorizations for services as needed. Answers calls and takes messages; addresses questions or routes messages to appropriate contact in a clear and timely manner. Handles faxes and mail. Prepares standard letters and forms as needed. Performs other duties as needed. Administrative Physician and Practice Support Schedule surgeries in EPIC. Prepares the daily schedule and manages the OR template; must be able to create and send calendar invites. Discuss surgical appointment details which may include explaining patient’s arrival time, fasting instructions and other expectations. Scan all necessary documents related to the surgical appointment. Review chart to make sure all required elements are in EPIC (labs, medical clearance, EKG, etc.). Demonstrate knowledge of the organization’s patient experience expectations and service standards and incorporate them into the performance of duties. Support patient access activities (e.g., greet patients, collect information, answer questions, direct requests for assistance to the appropriate individual). Answer phones and screen incoming calls; provide information, take messages, or redirect calls to the appropriate person. Maintain cooperative and professional relationships with physicians, nurses, and office staff. Prioritize assignments to complete work in a timely manner when workload, deadlines, and pressures change. Communicate with 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 electronically. Participate in training staff in registration and office policies and responsibilities; may assist, provide guidance and/or train less senior staff. Review all assigned in‑basket messages and patient emails before routing to the appropriate provider, including staff messages and appointment notifications. Provide patients with non‑clinical instructions for upcoming appointments/procedures. Promote the use and sign‑up of MyChart. Follow scanning guidelines and best practices for importing outside documents (results, records, forms, etc.). Review the wait‑list periodically and ensure patients are called and offered appointments. Reschedule patients when physicians are out or block their schedules. Organize and distribute mail and faxes. Have a general knowledge of the practice/physician specialty including conditions and treatments and scheduling scripts. Manage the physician’s calendars, including creating and sending calendar invites. Release medical records in accordance with HIPAA and FGP ROI procedures; document disclosures in EPIC and fulfill requests within a 10‑day timeframe. Process incoming and outgoing documents via paper and electronic records; scan, upload and forward appropriate information within EPIC. Complete forms legibly and accurately; forward areas requiring clinical information to LPN, RN or Licensed Provider; secure appropriate signatures and forward documents/forms to correct destination. Follow up with the physician on any outstanding messages related to patient care. Answer patient questions to ensure understanding and satisfaction, or refer them to more senior staff; maintain confidentiality on privileged matters; refer all questions related to medical diagnosis or treatment to RN/provider. Refer surgical and infusion scheduling to Senior Medical Secretary. Prepare routine memoranda letters, labels, manuscripts, correspondence and other documents as needed; review work for accuracy and completeness. Receive prescription refill requests, locate requested prescription in EMR, and task RN, LPN, or Provider to evaluate, set up and/or process for renewal. Communicate with pharmacies and patients to clarify prescription questions and/or concerns, related to patient demographics, insurance and status information; refer questions related to prescription information to RN/LPN/Provider. Initiate and follow‑up on pre‑authorizations and appeals and arrange peer‑to‑peer communication when required. Be responsible for Patient, Referral and Authorization workqueues. Obtain and document referrals received in EPIC. Collaborate with other NYU Langone sites to ensure seamless continuation of care. Stay current on latest best practices, policies and protocols (including workflow updates, FOCUS trainings, and job‑related tasks). Maintain cleanliness of both personal and patient space, including waiting areas and restock supplies as needed. Communicate with patients, providing all scheduling instructions, clarification, updates on status or changes and answering related questions for any upcoming appointments/procedures. Assist with the completion of special projects, reports and activities; ensure requested and related information is accurate and complete; bring any problems or questions to supervisor attention. Perform other related duties as needed by providers and supervisor. Patient Experience and Access Serve 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. Drive 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). Greet patients warmly and professionally, stating name and role, and clearly communicate each step of the care/interaction as appropriate. Work 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 anticipate patient needs, and participate in service recovery by applying the LEARN model (Listen, Empathize, Apologize, Resolve, Notify); and escalates to leadership as appropriate. Share ideas or any observed areas of opportunity to improve patient experience and patient access with appropriate leadership. Partner 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 High School diploma. Three years of relevant medical clerical experience, including prior physician practice experience and knowledge of medical terminology. Light, accurate keyboarding skills required. Excellent organizational, interpersonal and communication skills required. Preferred Qualifications Background in computer literacy preferred. Benefits NYU Langone Hospital—Long Island provides a comprehensive benefits and wellness package, including financial security benefits, a generous time‑off program, employee resource groups for peer support, and a holistic employee wellness program focused on physical, mental, nutritional, sleep, social, financial and preventive care. Salary Range Salary range: $61,692.75 – $63,000.00 annually. Actual salaries depend on experience, specialty, education and hospital need. The range does not include bonuses, incentive, differential pay or other compensation. Equal Opportunity Statement NYU Langone Hospital—Long Island is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply. #J-18808-Ljbffr NYU Langone Health