Secretary I - Intake/Scheduler - Cardiology - Lake Success

Position Summary We have an exciting opportunity to join our team as a Secretary I - Intake/Scheduler - Cardiology - Lake Success. 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, addressing questions or routing messages to the appropriate contact in a clear and timely manner. Handles faxes and mail. Prepares standard letters and forms as needed. 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 greets patients, collects information, answers questions, and routes requests for assistance to the appropriate individual. Answers phones and screens incoming calls, provides information, takes messages, or redirects calls to the appropriate person. Maintains cooperative and professional relationships with physicians, nurses, and office staff. Prioritizes assignments to complete work in a timely manner amid changing workload and deadlines, ensuring high‑quality service. Demonstrates communication skills: using appropriate vocabulary and grammar when obtaining and conveying information to patients, physicians, nurses, and staff. Participates in training staff in registration and office policies and responsibilities, and may assist, provide guidance, or train less senior staff. Reviews all assigned in‑basket messages and patient emails before routing to the appropriate provider, including staff messages, appointment notifications, etc. Provides patients with non‑clinical instructions for upcoming appointments or 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 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 a 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 signatures, and forwards documents to the 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 when needed, maintains confidentiality, and references queries about 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, reviewing work for accuracy and completeness. Receives prescription refill requests, locates the 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 related information; refers prescription inquiries to RN/LPN/Provider. Initiates and follows up on pre‑authorizations and appeals and arranges peer‑to‑peer communication when required. Manages the 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. Stays current on best practices, policies, and protocols, including workflow updates, FOCUS trainings, and job‑related tasks. Maintains cleanliness of personal space and patient area, restocks supplies as needed. Communicates with patients, providing scheduling instructions, status updates, clarifications, and answers related questions for upcoming appointments or procedures, and informs them of referral or authorization status. Assists with special projects, reports, and activities, ensuring requested and related information is accurate and complete, and brings any issues to supervisor attention. Patient Experience and Access Serves as NYU Langone Health Faculty Group Practice Brand Ambassador, upholding the NYU Long Island mission, vision, and values. Drives consistency in every patient and colleague encounter by embodying the core principles of the 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 the care/interaction as appropriate. 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 by applying the LEARN model (Listen, Empathize, Apologize, Resolve, Notify), escalating to leadership as appropriate. Shares ideas or observed opportunities to improve patient experience and patient access with leadership. Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote a positive patient experience. Takes a proactive approach to ensuring that practice staff are fully versed in the Access Agreement gold‑standard principles. Performs other related duties as needed by providers and supervisors. Minimum Qualifications To qualify you must have a High School Diploma. Excellent organizational, interpersonal, verbal, and written communication skills, strong customer service orientation, and basic knowledge of word processing, spreadsheet, database, and Internet applications are 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 is strongly preferred. Equal‑Opportunity Statement 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. All applications are completed online. #J-18808-Ljbffr NYU Langone Hospitals