Senior Medical Secretary Job at NYU Langone Health 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 thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. 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 exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

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 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
• 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 other expectations
• Scan all necessary documents related to the surgical appointment
• Review chart to ensure all required elements are in EPIC (Labs, medical clearance, EKG, etc.)
• Demonstrates knowledge of the organization’s patient experience expectations and Service Standards
• Supports patient access activities (greets patients, collects information, answers questions, directs requests to proper individual)
• Answers phones and screens incoming calls; provides information, takes messages, or redirects calls
• Maintains cooperative and professional relationships with physicians, nurses, and office staff
• Prioritizes assignments to complete work in a timely manner when workload changes
• Demonstrates communication skills with patients, physicians, nurses, and staff at various levels
• Participates in training staff in registration and office policies; may assist, provide guidance 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 for importing outside documents
• Reviews the waitlist periodically and ensures patients are called and offered appointments
• Reschedules patients when physicians are out or schedules are blocked
• Organizes and distributes mail and faxes
• Has general knowledge of the practice/physician specialty including conditions and scheduling scripts
• Manages the physician’s calendars including creating and sending calendar invites
• Releases medical records per HIPAA and 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 correct destination
• Follows up with the physician on outstanding messages related to patient care
• Answers patient questions to ensure understanding and satisfaction; maintains confidentiality
• Refer all questions related to medical diagnosis or treatment to RN/provider
• References Surgical and Infusion scheduling to Senior Medical Secretary
• Prepares routine memoranda, letters, labels, manuscripts, and other documents as needed; reviews work for accuracy
• Receives prescription refill requests, locates the prescription in EMR, and tasks RN/LPN/Provider to evaluate or process for renewal
• Communicates with pharmacies and patients to clarify prescription questions or concerns; refers questions to RN/LPN/Provider
• Initiates and follows up on pre-authorizations and appeals; arranges peer-to-peer communication as required
• Responsible for Patient, Referral and Authorization workqueues; obtains and documents referrals in EPIC
• Collaborates with other NYU Langone sites to ensure seamless continuation of care
• Remains current on best practices, policies and protocols; participates in trainings
• Maintains cleanliness of personal and patient spaces, including waiting areas; restocks supplies as needed

Patient Experience and Access

• Serves as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the mission, vision and values and promoting excellence in the patient experience
• Drives consistency in patient and colleague encounters through the CARES service strategy
• Greets patients warmly, states name and role, and communicates each step of the care process
• Works collaboratively to ensure a positive experience and timely resolution for patient interactions
• Anticipates patient needs and participates in service recovery using the LEARN model
• Shares ideas to improve patient experience with leadership
• Partners with Patient Access Center and Central Billing Office to support collaboration
• Ensures staff are versed in Access Agreement gold standard 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 required. Excellent organizational, interpersonal and communications 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 provides its staff with a comprehensive benefits and wellness package. Our offerings support career development, family needs, retirement planning, and overall well-being.

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 are to be completed online.