Secretary I - Intake/Scheduler (FGP) - Bethpage, Urology

NYU Langone Hospital—Long Island is a 591‑bed university‑affiliated medical center that offers sophisticated diagnostic and therapeutic care in virtually every specialty and sub‑specialty of medicine and surgery. It is a major regional healthcare resource with a deep commitment to medical education and research, providing 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 and embrace inclusion and individual skills, ideas, and knowledge. Position Summary We have an exciting opportunity to join our team as a Secretary I – Intake/Scheduler, FGP – Urology – Bethpage. In this role, the successful candidate will perform a variety of front‑end administrative tasks to support practice operations, including greeting patients, answering calls, scheduling patient appointments and other administrative duties as needed. Job 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. Addresses questions or routes messages to appropriate contacts in a clear and timely manner. Handles faxes and mail. Prepares standard letters and forms as needed. Administrative Physician and Practice Support. Demonstrates knowledge of the organization’s patient experience expectations and Service Standards and incorporates them in the performance of duties. Supports patient access activities – greets patients, collects information, answers questions, directs assistance requests to the appropriate individual. Answers phones and screens incoming calls. Provides information, takes messages, or redirects 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 amid changes in workload, deadlines, and competing demands. 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 and appointment notifications. Provides patients with non‑clinical instructions for any upcoming appointments or 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. Reschedules patients when physicians are out or blocks their schedules. Organizes and distributes mail and faxes. Has a general knowledge of the practice/physician specialty, including conditions, 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 satisfaction, or refers them to more senior staff. Maintains confidentiality on privileged matters. Refers all questions related to medical diagnosis or treatment to RN/provider. Refers surgical and infusion scheduling to Senior Medical Secretary. Prepares routine memorandum letters, labels, manuscripts, correspondence, and other documents as needed. Reviews work for accuracy and completeness. Receives prescription refill requests, locates the 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 demographics, insurance, and status information. Refers questions related to prescription information to RN, LPN, or 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 or procedures. Communicates with patients regarding status of referrals and/or authorization. Assists with the completion of special projects, reports, and activities, ensuring requested and related information is accurate and complete, and brings any problems or questions to the supervisor’s attention. Patient Experience and Access Serves 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 appropriate. Works 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, 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 (e.g., 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. Performs other related duties as needed by providers and supervisor. Minimum Qualifications To qualify you must have a High School Diploma. Excellent organizational, interpersonal, verbal, and written communication skills and a strong customer service orientation are required. Basic knowledge of word processing, spreadsheet, database, and Internet applications is required. Light, accurate keyboarding skills are required. Ability to complete multiple tasks efficiently and thrive in a team‑work environment that pursues a positive patient care experience. Preferred Qualifications Intermediate knowledge of computer‑based scheduling and appointment programs is strongly preferred. NYU Langone Hospital—Long Island is an equal‑opportunity employer and is committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online. NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $56,876.40 – $56,876.40 annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses, incentive, differential pay, or other forms of compensation or benefits. To view the Pay Transparency Notice, please. #J-18808-Ljbffr NYU Langone Hospitals