NYU Langone Hospitals is hiring: Secretary I-Intake/Scheduler (FGP) *White Plain

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 have helped shape medical history and enrich lives. An integral part of NYU Langone Health, the school is committed to improving the human condition through medical education, scientific research, and direct patient care. Equity and inclusion are fundamental values, and the organization strives to be a place where faculty, staff, and students of all identities can thrive.

For more information, visit med.nyu.edu and connect with us on social media.

Position Summary

We have an exciting opportunity to join our team as a Secretary I-Intake/Scheduler (FGP) – White Plains. In this role, the successful candidate will perform a variety of front-end administrative tasks to support practice operations, including greeting patients, answering calls, scheduling patient appointments, and other administrative duties as needed.

Job Responsibilities

• Greets patients professionally in person and on the phone
• Answers patient questions and/or properly refers questions and issues to the appropriate contact
• Optimizes provider schedules and patient access by establishing and maintaining efficient scheduling templates
• Promotes a positive patient experience throughout all patient interactions in person, by phone, or other media
• Ensures availability of treatment information by retrieving and updating patient records
• Verifies insurance information and obtains information needed to schedule and bill for services
• Maintains office inventory and equipment by anticipating supply needs and expediting supply orders
• Performs other duties as needed

Administrative Responsibilities

• Greet patients and perform intake functions including registration, forms collection, updating information, and co-payment collection
• Monitor Department Appointment Report (DAR) for checkmate “kick-outs,” appointment notes, insurance flags, and patients who need further assistance
• Gather patient demographic data, obtain insurance information, verify eligibility electronically, and collect insurance referrals if applicable
• Advise and/or collect patient and financial-related documents and policies (HIPAA, NOPP, MSPQ, ABN, Non-Participating, etc.) with signatures where appropriate
• Enroll patients above age 5 to Patient Secure by obtaining palm scan and a photo
• Promote utilization of Check Mate kiosks and assist patients as needed
• Scan documents into Epic and ensure correct location/order and document type for easy retrieval
• Report errors or issues arising from kiosks or devices to management for timely resolution
• Monitor waiting areas to identify and communicate wait times
• Perform check-out functions, provide after-visit summaries, schedule follow-ups, procedures, referrals, and collect time-of-service payments as needed; promote MyChart
• Answer calls professionally and schedule routine appointments and follow-ups
• On subsequent visits, verify/update demographic information and obtain missing signatures
• Answer questions to ensure understanding and direct to senior staff or billing
• Screen and handle calls, take messages, or direct to appropriate area
• Release medical records per HIPAA and FGP ROI guidelines; document disclosures in Epic and fulfill requests within 10 days
• Maintain patient privacy per HIPAA standards

Administrative and Front-End Excellence

• Refer inquiries regarding pre-authorizations/certifications to the appropriate person or area
• Monitor and complete front-end work queues for missing information in a timely manner
• Monitor and complete in-basket messages per practice guidelines
• Stay current on best practices, policies, and protocols (including workflow updates, FOCUS trainings)
• Maintain cleanliness of personal and patient spaces, waiting areas, and restock supplies as needed
• Demonstrate knowledge of the organization\'s service standards and apply them to performance duties
• Provide forms and letters as needed for patients and/or providers
• Maintain cooperative relationships with physicians, nurses, and office/clinical staff
• Prioritize assignments to complete work in a timely manner amid workload changes and deadlines
• Demonstrate communication skills with physicians, nurses, and staff at various levels
• Perform other related duties as needed by providers and supervisors

Patient Experience and Access

• Serve as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding 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, clearly communicating each step of the care/interaction
• Collaborate with colleagues and site management to ensure a positive experience and timely resolution 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 teams to support collaboration and a positive patient experience
• Ensure practice staff are versed in Access Agreement gold standard principles

Minimum Qualifications

High School Diploma required. Excellent organizational, interpersonal, and verbal and written communication skills with strong customer service orientation. Basic knowledge of word processing, spreadsheet, database, and Internet applications. Light, accurate keyboarding skills. Ability to complete multiple tasks efficiently and work in a team environment focused on positive patient care.

Preferred Qualifications

Intermediate knowledge of computer-based scheduling and appointment programs strongly preferred.

Additional Information

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. We offer resources designed to support career development, family needs, retirement planning, and overall well-being. NYU Langone Health 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 completed online. View Know Your Rights: Workplace discrimination is illegal.

Salary range for the role is $54,165.00 - $54,165.00 annually, with actual salaries dependent on experience, specialty, education, and hospital need. This range does not include bonuses, incentives, or other forms of compensation or benefits. To view the Pay Transparency Notice, please click here.