Medical Secretary Manhattan 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 at its core 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 Medical Secretary - Manhattan.

In this role, the successful candidate will perform administrative and clerical 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.

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
• Performs other duties as needed
• 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 in person, over the phone, in writing, and electronically
• Assists, guides, and/or trains 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 ensures patients are called and offered appointments
• Reschedules patients when physicians are out or blocking schedules
• Organizes and distributes mail and faxes
• Maintains general knowledge of practice/physician specialty
• Manages physician calendars including creating and sending calendar invites
• Releases medical records in accordance with HIPAA and ROI procedures; documents disclosures in the system and fulfills requests within 10 days
• Processes incoming and outgoing documents; scans, uploads, and forwards information in the electronic medical record
• Completes forms legibly and forwards to appropriate clinical staff; obtains necessary signatures
• Follows up with physicians on outstanding messages related to patient care; answers patient questions or refers to RN/provider
• Maintains confidentiality of privileged matters
• Refers surgical and infusion scheduling to Senior Medical Secretary
• Prepares routine communications and documents; reviews for accuracy
• Manages prescription refill requests within the EMR and coordinates with RN/LPN/Provider as needed
• Communicates with pharmacies and patients to clarify prescription questions
• Initiates and follows up on pre-authorizations and appeals
• Responsible for patient, referral, and authorization work queues
• Obtains and documents referrals in EPIC; collaborates with NYU Langone sites for continuity of care
• Remains current on best practices, policies, and protocols
• Maintains cleanliness of personal and patient spaces and restocks supplies
• Communicates scheduling instructions and updates to patients; answers questions about referrals and authorizations
• Assists with special projects, reports, and activities; escalates issues to supervisor
• Performs other duties as needed by providers and supervisor

Patient Experience and Access

• Serves as Brand Ambassador by upholding the NYU Langone Health Mission, vision, and values
• Promotes excellence in patient experience and aligns with service standards

Drives consistency in patient and colleague encounters by embodying core principles of CARES: Connect, Align, Respond, Ensure, Sign-Off

Greets patients warmly and explains each step of the care/interaction

Works with colleagues to ensure a positive experience and timely resolution for inquiries

Anticipates patient needs and participates in service recovery; escalates to leadership as appropriate

Shares ideas to improve patient experience and access with leadership

Minimum Qualifications

High School diploma required. Must include one year of prior physician practice experience and knowledge of medical terminology or the equivalent combination of education and experience. Written and oral communication skills. Excellent organizational skills and the ability to prioritize multiple tasks. Attention to detail and accuracy. Proficiency in Microsoft Office and EPIC; light, accurate keyboarding skills. Ability to work in a team and support a positive patient care experience.

Preferred Qualifications

Intermediate knowledge of computer-based scheduling, appointment programs or EPIC EHR system strongly preferred.

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

Benefits and Equal Opportunity

NYU Grossman School of Medicine provides comprehensive benefits and wellness programs. NYU Langone Health is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. We require online applications.

View Know Your Rights: Workplace discrimination is illegal.

Salary: The salary range for the role is $67,132.00 - $67,132.00 Annually. Actual salaries depend on experience and other factors. This range does not include bonuses or other compensation.

To view the Pay Transparency Notice, please check the website.

Required Skills

Required Experience