NYU Langone Hospitals is hiring: Senior Medical Secretary - Manhattan in New Yor

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.

For more information, go to med.nyu.edu, and 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 - Manhattan. 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
• Prepare the daily schedule and manage the OR template; create and send calendar invites
• Discuss surgical appointment details, including patient arrival time and fasting instructions
• Scan all necessary documents related to the surgical appointment
• Review chart to ensure all required elements are in EPIC (Labs, medical clearance, EKG, etc.)
• Demonstrate knowledge of the organization’s patient experience expectations and service standards
• Support patient access activities (greet patients, collect information, answer questions, direct requests to proper contact)
• Maintain cooperative and professional relationships with physicians, nurses, and office staff
• Prioritize assignments to complete work timely during workload changes
• Demonstrate strong communication skills in person, over the phone, in writing, and in electronic messages
• Participate 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
• Provide patients with non-clinical instructions for upcoming appointments/procedures
• Promote the use and sign-up of MyChart
• Follow scanning guidelines for importing outside documents
• Review waitlist periodically and ensure patients are offered appointments
• Reschedule patients when physicians are unavailable
• Organize and distribute mail and faxes
• Maintain knowledge of the practice/physician specialty, scheduling scripts
• Manage physician calendars including creating and sending calendar invites
• Release medical records in accordance with HIPAA and ROI procedures; document disclosures in Epic and fulfill requests within 10 days
• Process incoming and outgoing documents via paper and electronic records; scan, upload, and forward appropriate information within EPIC
• Complete forms legibly and accurately; route areas requiring clinical information to LPN, RN, or Licensed Provider; obtain signatures and forward documents to correct destination
• Follow up with the physician on outstanding messages related to patient care
• Answer patient questions to ensure understanding and satisfaction; maintain confidentiality
• Refer all questions related to medical diagnosis or treatment to RN/provider
• Refer Surgical and Infusion scheduling to Senior Medical Secretary
• Prepare routine memoranda, letters, labels, and other documents; review for accuracy and completeness
• Handle prescription refill requests; locate requested prescription in EMR; coordinate with RN, LPN, or Provider to renew
• Communicate with pharmacies and patients to clarify prescription questions or concerns
• Initiate and follow up on pre-authorizations and appeals; arrange peer-to-peer communication when required
• Responsible for Patient, Referral and Authorization workqueues
• Obtain and document referrals received in EPIC
• Collaborate with other NYU Langone sites to ensure seamless continuation of care
• Remain current on best practices, policies, and protocols; participate in trainings and relevant tasks
• Maintain cleanliness of personal and patient spaces and restock supplies as needed

Patient Experience and Access

• Serve as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH Mission, vision and values and promoting excellence in the patient experience
• Drive consistency in patient and colleague encounters by embodying CARES principles (Connect, Align, Respond, Ensure, Sign-Off)
• Greet patients warmly, state name and role, and communicate each step of the care process as appropriate
• Collaborate with colleagues and site management to ensure a positive experience and timely resolutions for all interactions
• Anticipate patient needs and participate in service recovery using the LEARN model (Listen, Empathize, Apologize, Resolve, Notify); escalate to leadership as appropriate
• Share ideas to improve patient experience and access with leadership
• Partner with Patient Access Center and Central Billing Office to promote a positive patient experience
• Ensure staff are versed in Access Agreement gold standard principles

Minimum Qualifications

To qualify you must have a 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 required.

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 its staff with a comprehensive benefits and wellness package. Our offerings support career development, family needs, financial security, and life balance. All employees have access to wellness programs and resources designed to enhance 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. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal.

Salary range for the role is $75,327.00 - $75,327.00 Annually. Actual salaries depend on experience, education, and hospital need. The range does not include bonuses, incentives, or other compensation.

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