Secretary I-Intake/Scheduler - (FGP) ,Manhattan - Multispeciality

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 shape the course of medical history and enrich the lives of countless people. As part of NYU Langone Health, the Grossman School of Medicine is committed to improving the human condition through medical education, scientific research, and direct patient care. Equity and inclusion are fundamental values; we strive to be a place where exceptionally talented faculty, staff, and students of all identities can thrive. Position Summary We have an exciting opportunity to join our team as a Secretary I-Intake/Scheduler. 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 contact in a clear and timely manner. Handles faxes and mail. Prepares standard letters and forms as needed. Provides administrative physician and practice support. Demonstrates knowledge of the organization’s patient experience expectations and Service Standards and incorporates them into the performance of duties. Supports patient access activities such as greeting patients, collecting information, answering questions, and directing requests for assistance to the appropriate individual. Maintains cooperative and professional relationships with physicians, nurses, and office staff. Prioritizes assignments efficiently to complete work in a timely manner when workload changes. Demonstrates communication skills using appropriate vocabulary and grammar when obtaining and conveying information to patients, physicians, nurses, and staff at various levels. 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. 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, and forms. Reviews the waitlist periodically and ensures patients are called and offered appointments. Reschedules patients when physicians are out or when blocking schedules. Organizes and distributes mail and faxes. Has general knowledge of the practice and physician specialty including conditions and 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 or 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 patient satisfaction or refers them to more senior staff. Maintains confidentiality on privileged matters. Refers questions related to medical diagnosis or treatment to RN/Provider. Refers surgical and infusion scheduling to Senior Medical Secretary. Prepares routine memoranda, letters, labels, 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 for renewal. Communicates with pharmacies and patients to clarify prescription questions and concerns, related to patient demographic, 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. Remaining 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 restocks supplies as needed. Communicates with patients, providing all scheduling instructions, clarification, updates on status or changes, and answers related questions for any upcoming appointments or procedures. Provides updates on status of referrals and/or authorizations. 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. 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 by embodying the core principles of the FGP Service Strategy CARES. Greets patients warmly and professionally, states 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 and participates in service recovery using the LEARN model and escalates to leadership as appropriate. Shares ideas or observed areas of opportunity to improve patient experience and patient access with appropriate leadership. Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote positive patient experience. Takes a proactive approach to ensure 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 strong customer service orientation are required. Basic knowledge of word processing, spreadsheet, database and internet applications is required. Light, accurate keyboarding skills are required. The ability to complete multiple tasks efficiently and thrive in a team‑work environment is required. Preferred Qualifications Intermediate knowledge of computer‑based scheduling and appointment programs is highly preferred. Additional Information Qualified candidates must be able to effectively communicate with all levels of the organization. NYU Grossman School of Medicine provides its staff with a comprehensive benefits and wellness package, including financial security benefits, a generous time‑off program, employee resource groups, and a holistic employee wellness program focused on seven key areas of well‑being. 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. Applications are requested to be completed online. NYU Langone Health provides a salary range to comply with state law: $56,873.24 – $56,873.25 annually. Actual salaries depend on factors such as experience, specialty, education, and hospital need. To view the Pay Transparency Notice. #J-18808-Ljbffr NYU Langone Hospitals