NYU Grossman School of Medicine is hiring: Senior Medical Secretary in New York

Overview

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 physicians and scientists who help shape the course of medical history. An integral 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. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

For more information, go to med.nyu.edu. We interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter and Instagram.

Position Summary: We have an exciting opportunity to join our team as a Senior Medical Secretary. In this role, the Senior Medical Secretary 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 about upcoming visits, including instructions, preparation, and forms
• Obtains authorizations for services as needed
• Answers calls and takes messages; routes questions 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; creates and sends calendar invites
• Discuss surgical appointment details including arrival time, fasting instructions, and expectations
• Scan necessary documents related to surgical appointments
• Review chart to ensure all required elements are in EPIC (labs, medical clearance, EKG, etc.)
• Demonstrates knowledge of patient experience expectations and service standards; incorporates them into duties
• Supports patient access activities (greets patients, collects information, answers questions, directs requests appropriately)
• Maintains cooperative relationships with physicians, nurses, and office staff
• Prioritizes assignments to complete work in a timely manner
• Demonstrates professional communication with patients, physicians, nurses, and staff in various formats
• Participates in training staff in registration and office policies; may assist and train less senior staff

• Reviews in-basket messages and patient emails before routing to the appropriate provider
• Provides patients with non-clinical instructions for upcoming appointments/procedures
• Promotes the use and sign-up of MyChart
• Follows scanning guidelines for importing outside documents
• Reviews waitlist periodically and calls patients to offer appointments
• Reschedules patients when physicians are unavailable
• Organizes and distributes mail and faxes
• Maintains knowledge of practice/physician specialty, scheduling scripts
• Manages physician calendars including creating and sending calendar invites
• Releases medical records in accordance with HIPAA and ROI procedures; documents disclosures in Epic and fulfills requests within 10 days
• Processes incoming and outgoing documents via paper and electronic records
• Completes forms with accuracy; routes to appropriate clinical staff for signatures
• Follows up on outstanding messages related to patient care
• Answers patient questions to ensure understanding and satisfaction; maintains confidentiality
• Refers surgical and infusion scheduling to the Senior Medical Secretary
• Prepares routine memoranda, letters, labels, manuscripts, and other documents; reviews for accuracy
• Handles prescription refill requests by locating prescriptions in the EMR and coordinating with RN/LPN/Provider
• Communicates with pharmacies and patients to clarify prescription questions
• Initiates and follows up on pre-authorizations and appeals; arranges peer-to-peer communications when required
• Responsible for Patient, Referral and Authorization workqueues
• Obtains referrals in EPIC and collaborates with NYU Langone sites to ensure continuity of care
• Remains current on best practices, policies and protocols; maintains cleanliness of spaces and restocks supplies

Patient Experience and Access

• Serves as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH Mission and values and promoting excellence in patient experience
• Drive consistency in patient and colleague encounters by applying core service principles
• Greets patients warmly, explains steps of care/interaction
• Works with colleagues and site management to ensure positive experience and timely resolution of inquiries
• Anticipates patient needs and participates in service recovery; escalates to leadership when appropriate
• Shares ideas to improve patient experience and access with leadership
• Partners with Patient Access Center and Central Billing Office to promote a positive patient experience
• Ensures 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.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine 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. Applications must be completed online. Know Your Rights: Workplace discrimination is illegal.

Salary range for the role is $75,327.00 annually. Actual salaries depend on factors including experience, specialty, education, and hospital need. The salary range listed does not include bonuses or other forms of compensation. To view the Pay Transparency Notice, please access the appropriate link.