Medical Secretary, FGP - Outpatient Surgical Oncology - Mineola

NYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center that offers diagnostic and therapeutic care in a wide range of specialties. The facility is committed to medical education, research, and equity and inclusion.

Position Summary

We have an exciting opportunity to join our team as a Medical Secretary, FGP – Outpatient Surgical Oncology – Mineola.

The Medical Secretary performs administrative and clerical tasks to support daily practice operations, 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 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; routes questions or messages to the appropriate contact in a clear and timely manner.
• Handles faxes and mail.
• Prepares standard letters and forms.
• Demonstrates knowledge of the organization's patient experience expectations and Service Standards and incorporates them into the performance of duties.
• Supports patient access activities – greets patients, collects information, answers questions, and directs assistance to the proper individual.
• Answers phones and screens incoming calls, providing information, taking messages, or redirecting calls as appropriate.
• Maintains professional relationships with physicians, nurses, and office staff.
• Prioritizes assignments to complete work in a timely manner when workload changes.
• Communicates effectively, using appropriate vocabulary and grammar, in person, over the phone, in writing, and electronically.
• Participates in training staff in registration and office policies and responsibilities; assists or trains less senior staff.
• Reviews all assigned in-basket messages and patient emails before routing to the appropriate provider.
• Provides patients with non‑clinical instructions for upcoming appointments or procedures.
• Promotes the use of and sign‑ups for MyChart.
• Follows scanning guidelines and best practices for importing external documents.
• Reviews the waitlist periodically and ensures patients are called and offered appointments.
• Reschedules patients when physicians are out or blocks their schedules.
• Organizes and distributes mail and faxes.
• Has 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/scripts to correct destination.
• Follows up with the physician on outstanding messages related to patient care.
• Answers patient questions to ensure understanding and satisfaction; refers them to more senior staff and maintains confidentiality.
• Refers surgical and infusion scheduling to Senior Medical Secretary.
• Prepares routine memorandum letters, labels, manuscripts, correspondence, and other documents; reviews work for accuracy and completeness.
• Receives prescription refill requests; locates requested prescriptions in EMR, tasks RN/LPN/Provider to evaluate, set up, and/or process for renewal.
• Communicates with pharmacies and patients to clarify prescription questions and concerns.
• Initiates and follows up on pre‑authorizations and appeals; 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 best practices, policies and protocols (including workflow updates, FOCUS trainings, and job‑related tasks).
• Maintains cleanliness of personal and patient space, including waiting areas and restocking supplies as needed.
• Communicates all scheduling instructions, clarifications, updates, or changes to patients.
• Assists with the completion of special projects, reports, and activities; ensures requested information is accurate and complete; brings concerns to supervisor.

Patient Experience and Access

• Serves as NYU Langone Health Faculty Group Practice Brand Ambassador, upholding the NYU Langone Mission, vision and values.
• Drives consistency in every patient and colleague encounter by embodying core principles of our FGP Service Strategy CARES.
• Greets patients warmly and professionally, stating name and role, and clearly communicates each step of the care interaction.
• Works collaboratively with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions, whether in person, by phone or via electronic messaging.
• Proactively anticipates patient needs and participates in service recovery using the LEARN model; escalates to leadership as appropriate.
• Shares ideas or observed opportunities to improve patient experience and access, such as optimizing provider schedules or minimizing delays.
• 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 practice staff are fully versed in the Access Agreement gold standard principles.
• Performs other related duties as needed by providers and supervisor.

Minimum Qualifications

• High School diploma.
• One year of prior physician practice experience and knowledge of medical terminology or equivalent combination of education and experience.
• Excellent written and oral communication skills.
• Excellent organizational skills with the ability to prioritize multiple tasks, projects, and assignments.
• Exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office and EHR (EPIC preferred).
• Light, accurate keyboarding skills required.
• Ability to complete multiple tasks efficiently and thrive in a team‑work environment pursuing a positive patient‑care experience.

Preferred Qualifications

• Intermediate knowledge of computer‑based scheduling, appointment programs, or EPIC EHR system is strongly preferred.

Benefits

NYU Langone Hospital—Long Island offers a comprehensive benefits and wellness package, including financial security benefits, a generous time‑off program, and employee resource groups. Employees also have access to a holistic wellness program focused on physical, mental, nutritional, sleep, social, financial, and preventive care.

Equal Opportunity Employer

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.

Salary Transparency

The salary range for the role is $56,873.24 – $56,873.25 annually. Actual salaries depend on experience, specialty, education, and hospital need. The range does not include bonuses, incentive, differential pay, or other compensation.