Secretary I-Intake/Scheduler - (FGP) Dyker Heights Brooklyn - Multispecialty

1157720_RR00116863 Job ID: 1157720_RR00116863 NYU Grossman School of Medicine, part of NYU Langone Health, is committed to improving the human condition through medical education, scientific research, and patient care. Our mission is built on equity and inclusion, creating an environment where talented faculty, staff, and students of all identities can thrive. Position Summary Join our team as a Secretary I–Intake/Scheduler. In this role you will perform front‑end administrative tasks to support practice operations, including greeting patients, answering calls, scheduling appointments, and managing related administrative duties. Job Responsibilities Schedule appointments for visits, treatments, and procedures; manage confirmation responses and waitlists. Communicate scheduled visit instructions, preparation, and forms to patients. Obtain authorizations for services as needed. Answer calls, take messages, and route inquiries to the appropriate contact. Handle faxes and mail. Prepare standard letters and forms. Provide administrative physician and practice support. Apply the organization’s patient experience expectations and Service Standards to daily duties. Support patient access activities: greet patients, collect information, answer questions, and direct assistance requests. Maintain professional relationships with physicians, nurses, and office staff. Prioritize assignments to meet deadlines and manage changing workload. Demonstrate strong communication skills in person, over the phone, in writing, and electronically. Participate in training staff on registration and office policies. Assist and train less senior staff as needed. Review in‑basket messages and patient emails before routing. Provide patients with non‑clinical instructions for upcoming appointments or procedures. Promote the use and sign‑up of MyChart. Follow scanning guidelines for importing outside documents. Review the waitlist to ensure patients are called and offered appointments. Reschedule patients when physicians are unavailable or block schedules. Organize and distribute mail and faxes. Maintain general knowledge of the practice/physician specialty, conditions, treatments, and scheduling scripts. Manage physician calendars, including creating and sending 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 clinical information to LPN, RN, or Licensed Provider. Secure appropriate signatures and forward documents to the correct destination. Follow up with physicians on outstanding messages related to patient care. Answer patient questions to ensure understanding and satisfaction; refer as necessary. Maintain confidentiality on privileged matters and refer medical diagnosis queries to RN/Provider; refer scheduling to Senior Medical Secretary. Prepare routine memoranda, letters, labels, manuscripts, correspondence, and other documents. Review work for accuracy and completeness; handle prescription refill requests and liaise with pharmacies. Initiate and follow up on pre‑authorizations, appeals, and peer‑to‑peer communications when required. Obtain and document referrals received in Epic. Collaborate with other NYU Langone sites for seamless care transitions. Stay current on best practices, policies, and protocols. Maintain cleanliness of personal and patient spaces; restock supplies as needed. Communicate scheduling instructions, clarifications, and updates to patients; address referral or authorization status. Assist with special projects, reports, and activities; bring issues to supervisor’s attention. Patient Experience and Access Serve as NYU Langone Health Faculty Group Practice Brand Ambassador, upholding the mission, vision, and values. Deliver consistent, high‑quality patient experiences in all interactions, embodying the FGP Service Strategy CARES. Greet patients warmly, state name and role, and clearly communicate each step of the care process. Collaborate with colleagues and site management to resolve patient inquiries promptly. Apply the LEARN model (Listen, Empathize, Apologize, Resolve, Notify) for service recovery and report escalations. Share ideas for improving patient experience and access with leadership. Partner with Patient Access Center and Central Billing Office teams to promote positive experiences. Advocate for adherence to the Access Agreement gold‑standard principles. Perform related duties as needed by providers and supervisor. Minimum Qualifications High School Diploma or equivalent. Excellent organizational, interpersonal, and verbal and written communication skills with strong customer‑service orientation. Basic knowledge of word processing, spreadsheet, database, and Internet applications. Light, accurate keyboarding skills. Ability to complete multiple tasks efficiently and thrive in a team‑based environment focused on positive patient care. Preferred Qualifications Intermediate knowledge of computer‑based scheduling and appointment programs strongly preferred. Equal Opportunity Employer 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. NYU Langone Health provides a salary range of $56,873.24 – $56,873.25 annually. Actual salaries depend on experience, specialty, education, and hospital need. The listed range does not include bonuses, differential pay, or other compensation or benefits. See the Pay Transparency Notice for more details. #J-18808-Ljbffr NYU Langone Health