Senior Medical Secretary (FGP) - Brooklyn, Ft. Hamilton

NYU Grossman School of Medicine is one of the nation's top‑ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. 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) – Brooklyn, Ft. Hamilton. 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 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 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 create and send calendar invites Discuss surgical appointment details, including explaining patient’s arrival time, fasting instructions, and other expectations Scan all necessary documents related to the surgical appointment Review chart to ensure 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 into duty performance Supports patient access activities (e.g., greets patients, collects information, answers questions, directs assistance to proper individual); answers phones and screens incoming calls; provides information, takes messages, or redirects calls to appropriate person Maintains cooperative and professional relationships with physicians, nurses, and office staff Prioritizes assignments to complete work in a timely manner amid workload changes, assignments, deadlines, competitive requirements, and heavy workload 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 appropriate provider, including staff messages and appointment notifications Provides patients with non‑clinical instructions for any upcoming appointments/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 to ensure patients are being called and offered appointments Reschedules patients when physicians are out or block 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 to correct destination Follows up with physicians on any outstanding messages related to patient care Answers patient questions to ensure understanding and patient satisfaction, or refers them to higher‑level staff; maintains confidentiality of privileged matters; refers all questions/queries related to medical diagnosis or treatment to RN/provider Refers surgical and infusion scheduling to Senior Medical Secretary Prepares routine memoranda letters, labels, routine manuscripts, correspondence, and other documents as needed; reviews work for accuracy and completeness Receives prescription refill requests, locates requested prescription in EMR, and tasks RN, LPN, or provider to evaluate, set up, and/or process renewal Communicates with pharmacies and patients to clarify prescription questions and/or concerns related to demographics, insurance, and status; refers prescription information questions to RN/LPN/provider Initiates and follows up on pre‑authorizations, appeals, and arranges peer‑to‑peer communication when required Handles patient, referral, and authorization workqueues 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 personal and patient space, including waiting areas, and restocks supplies as needed Communicates with patients, providing all scheduling instructions, clarification, and updates on status or changes; answers related questions for upcoming appointments/procedures; communicates patient referral status and/or authorization Assists with completion of special projects, reports, and activities; ensures requested and related information is accurate and complete; brings any problems or questions to supervisor attention Performs other related duties as needed by providers and supervisor Patient Experience and Access 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 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 and participates in service recovery by applying the LEARN model (Listen, Empathize, Apologize, Resolve, Notify) and escalates to leadership as appropriate Shares ideas or observed areas of opportunity to improve patient experience and access, with appropriate leadership (e.g., ways to optimize provider schedules, minimize delays, increase employee engagement) 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; prior physician practice experience and knowledge of medical terminology; light, accurate keyboarding skills; and excellent organizational, interpersonal, and communication skills. Preferred Qualifications Background in computer literacy preferred. Qualified candidates must be able to effectively communicate with all levels of the organization. NYU Grossman School of Medicine provides its staff with far more than just a place to work. 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 resource 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 on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family. NYU Grossman School of Medicine 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. Know Your Rights: Workplace discrimination is illegal. 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 $79,093.35 – $79,093.35 per annum. 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 view the notice. #J-18808-Ljbffr NYU Grossman School of Medicine