Senior Medical Secretary Job at NYU Langone Health in New York

Overview

NYU Grossman School of Medicine is seeking a Senior Medical Secretary to support daily practice operations. The Senior Medical Secretary performs administrative and surgical coordination tasks, schedules patient visits and procedures in collaboration with other areas within the Medical Center, handles patient phone calls, and maintains efficient provider schedules.

Responsibilities

• Schedule appointments for visits, treatments, and surgical procedures
• Review appointment confirmation responses and manage waitlists
• Communicate with patients about upcoming visits, including instructions, preparation, and forms
• Obtain authorizations for services as needed
• Answer calls and take messages; route questions or messages to the appropriate contact in a clear and timely manner
• Handle faxes and mail; prepare standard letters and forms as needed
• Perform other related duties as needed

• Administrative Physician and Practice Support: Schedule surgeries in EPIC; prepare daily schedules and manage the OR template; create and send calendar invites; discuss surgical appointment details (arrival time, fasting instructions, etc.); scan documents; ensure EPIC contains required elements (labs, medical clearance, EKG, etc.)
• Demonstrates knowledge of patient experience expectations and service standards; support patient access activities (greets, collects information, answers questions, directs requests)
• Maintain professional relationships with physicians, nurses, and office staff; prioritize assignments and adapt to workload changes
• Communicate effectively with patients, physicians, nurses, and staff in person and electronically
• Train staff in registration and office policies; assist and guide less senior staff
• Review in-basket messages and patient emails; route as appropriate; provide non-clinical instructions for upcoming appointments/procedures
• Promote MyChart usage; follow scanning guidelines for outside documents; review waitlists and offer appointments
• Reschedule patients when physicians are out; organize and distribute mail and faxes
• Knowledge of practice/physician specialty, scheduling scripts, and calendar management
• Release medical records per HIPAA and ROI procedures; document disclosures in Epic; fulfill requests within a 10-day timeframe
• Process documents via paper and electronic records; scan, upload, and forward information within EPIC
• Complete forms legibly; forward areas requiring clinical information to RN/LPN/Provider; obtain necessary signatures
• Follow up with physicians on outstanding messages related to patient care; answer questions to ensure understanding and satisfaction; maintain confidentiality
• Refer surgical and infusion scheduling to Senior Medical Secretary as needed
• Prepare routine memoranda, labels, and other documents; review for accuracy and completeness
• Handle prescription refill requests; coordinate with RN/LPN/Provider to evaluate and process renewals
• Communicate with pharmacies and patients to clarify prescription questions
• Initiate and follow up on pre-authorizations and appeals; arrange peer-to-peer when required
• Manage Patient, Referral and Authorization workqueues; obtain referrals in EPIC
• Collaborate with NYU Langone sites to ensure seamless continuation of care
• Maintain current knowledge of best practices, policies, and protocols; stay updated on workflow changes and trainings
• Ensure cleanliness of personal and patient spaces; restock supplies as needed
• Assist with special projects and reports; bring problems to supervisor’s attention
• Perform other duties as needed by providers and supervisor

Patient Experience and Access

• Act as a Brand Ambassador by upholding NYU Langone Mission, vision, and values; promote excellence in patient experience
• Drive consistency in patient and colleague encounters via the CARES service principles
• Greet patients professionally and clearly communicate each step of the care process
• Collaborate with colleagues and site management to ensure positive patient interactions and timely resolutions
• Anticipate patient needs; participate in service recovery and escalate to leadership as appropriate
• Share ideas to improve patient experience and access; partner with teams to support collaboration
• Support cross-site collaboration with Patient Access Center and Central Billing Office
• Ensure staff are versed in Access Agreement principles

Minimum Qualifications

High School diploma. Three years of relevant medical clerical experience, including prior physician practice experience and knowledge of medical terminology. Light, accurate keyboarding skills; excellent organizational, interpersonal, and communication skills.

Preferred Qualifications

Background in computer literacy preferred.

Note: Qualified candidates must be able to effectively communicate with all levels of the organization. NYU Grossman School of Medicine provides a comprehensive benefits and wellness package and is an equal opportunity employer. Applications are to be completed online. Salary range information is provided where applicable in accordance with salary transparency laws.

Salary

Salary range: $75,327.00 - $75,327.00 annually. Actual salary depends on experience, education, and hospital need. This range does not include bonuses, incentives, differential pay, or other compensation.

Job postings and notice

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