Per Diem Secretary I - Intake/Scheduler - Huntington

NYU Langone Hospital-Long Island is a 591-bed university-affiliated medical center offering sophisticated diagnostic and therapeutic care across virtually every specialty and surgery. We are a major regional healthcare resource committed to medical education and research, providing inpatient and outpatient services. Equity and inclusion are fundamental values, and we strive to be a place where faculty, staff, and students of all identities can thrive. Position Summary: We have an exciting opportunity to join our team as a Per Diem Secretary I - Intake/Scheduler - Huntington. The successful candidate will perform a variety of front-end administrative tasks to support practice operations, including greeting patients, answering calls, scheduling appointments, and other administrative duties as needed. Job Responsibilities Schedule appointments for visits, treatments, and procedures; review appointment confirmation responses; manage waitlists; communicate scheduled visit information to patients including instructions, preparation, and forms. Obtain authorizations for services as needed. Answer calls, take messages, and route questions to appropriate contacts in a clear and timely manner. Handle faxes and mail. Prepare standard letters and forms as needed. Provide administrative physician and practice support. Demonstrate knowledge of the organization’s patient experience expectations and Service Standards, incorporating them into performance of duties. Support patient access activities, greeting patients, collecting information, answering questions, and directing requests to the proper individual. Maintain cooperative and professional relationships with physicians, nurses, and office staff. Prioritize assignments to complete work in a timely manner amid changing workload, deadlines, or heavy workload. Demonstrate strong communication skills—using appropriate vocabulary and grammar when obtaining and conveying information to patients, physicians, nurses, and staff at various levels, in person, on the phone, in writing, and electronically. Participate in training staff in registration and office policies and responsibilities. Assist or provide guidance to less senior staff, as needed. Review all assigned inbox messages and patient emails before routing to the appropriate provider; includes staff messages, appointment notifications, etc. Provide patients with non-clinical instructions for upcoming appointments or 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 waitlist periodically and ensure patients are called and offered appointments. Reschedule patients when physicians are out or blocking schedules. Organize and distribute mail and faxes. Maintain general knowledge of the practice/physician specialty—including conditions, treatments, and scheduling scripts. Manage physicians’ 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 the correct destination. Follow up with physicians on 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 questions related to medical diagnosis or treatment to RN/provider. Refer surgical and infusion scheduling to Senior Medical Secretary. Prepare routine memorandum letters, labels, manuscripts, correspondence, and other documents as needed. Review work for accuracy and completeness. Receive prescription refill requests, locate prescriptions 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 concerns related to demographics, insurance, and status information; refer prescription-related questions to RN/LPN/Provider. Initiate and follow up on pre‑authorizations and appeals; arrange peer‑to‑peer communication when required. Responsible for Patient, Referral, and Authorization work queues. Obtain and document referrals received in EPIC. Collaborate with other NYU Langone sites to ensure seamless continuation of care. Remain current on best practices, policies, and protocols, including workflow updates, FOCUS trainings, and job‑related tasks. Maintain cleanliness of personal and patient space, including waiting areas and restocking supplies as needed. Communicate with patients, providing all scheduling instructions, clarifications, updates on status or changes, and answering related questions for any upcoming appointments or procedures. Communicate with patients regarding status of referrals and/or authorizations. 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. 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). Greets patients warmly and professionally; state name and role; communicate each step of the care interaction clearly. 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); escalates to leadership as appropriate. Share ideas or observed opportunities to improve patient experience and patient access with appropriate leadership (e.g., optimizing provider schedules, minimizing delays, increasing employee engagement). Partner with Patient Access Center and Central Billing Office team members to support collaboration and promote positive patient experience. Takes a proactive approach in ensuring that practice staff are fully versed in the Access Agreement gold standard principles. Perform other related duties as needed by providers and supervisor. Minimum Qualifications High School Diploma. Excellent organizational, interpersonal, verbal, and written communication skills and strong customer service orientation required. Basic knowledge of word processing, spreadsheets, database, and Internet applications required. Light, accurate keyboarding skills 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 strongly preferred. 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 and will receive consideration. We require applications to be completed online. Salary range: $20.00 – $25.00 hourly. Actual salaries depend on experience, specialty, education, and hospital need. The salary range does not include bonuses, incentives, differential pay, or other compensation. #J-18808-Ljbffr NYU Langone Health System