Secretary I-Intake/Scheduler (FGP) *White Plains* Job at NYU Grossman School of

Overview

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. 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. 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.

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 front-end administrative tasks to support practice operations including greeting patients, answering calls, scheduling patient appointments, and other duties as needed.

Job Responsibilities

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

Administrative Responsibilities

• Greets patients and performs intake functions including registration, forms collection, updating information, and co-payment collection
• Monitors Department Appointment Report (DAR) for checkmate reminders, notes, insurance flags, and patients needing assistance
• Gathers patient demographic data and materials; obtains and verifies insurance information and eligibility; collects referrals if applicable
• Advises and/or collects patient and financial documents and policies (HIPAA, NOPP, MSPQ, ABN, Non-Participating, etc.) including signatures where appropriate
• Enrolls patients above age 5 to Patient Secure by obtaining palm scan and a photo
• Promotes use of Check Mate kiosks and assists patients as needed
• Scans documents into EPIC and ensures correct location/document type for easy access
• Reports errors or issues with Checkmate kiosk or equipment to management
• Monitors waiting areas to identify wait times
• Performs check-out functions including after-visit summaries, scheduling follow-ups, procedures, referrals, and collecting payments; promotes MyChart
• Answers calls professionally and schedules routine appointments and follow-ups
• Verifies and updates demographic information on subsequent visits
• Addresses patient questions to ensure understanding and satisfaction; refers to senior staff when needed
• Handles medical record releases per HIPAA and ROI guidelines; documents disclosures in EPIC
• Maintains patient privacy per HIPAA standards

Patient Experience and Access

• Acts as a NYU Langone Health Faculty Group Practice Brand Ambassador, upholding mission, vision, and values
• Promotes consistent patient and colleague experiences using the CARES principles (Connect, Align, Respond, Ensure, Sign-Off)
• Greets patients warmly and communicates each step of the care/interaction as appropriate
• Collaborates with colleagues and site management to ensure positive experiences and timely resolutions
• Anticipates patient needs and participates in service recovery using the LEARN model (Listen, Empathize, Apologize, Resolve, Notify); 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 support collaboration
• Ensures staff are versed in Access Agreement gold standard principles

Minimum Qualifications

High School Diploma required. Strong organizational, interpersonal, verbal and written communications, and customer service skills required. Basic knowledge of word processing, spreadsheets, databases, and Internet applications. Light, accurate keyboarding skills. Ability to multi-task and work effectively in a team-focused environment that aims for a positive patient care experience.

Preferred Qualifications

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

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

NYU Grossman School of Medicine provides a comprehensive benefits and wellness package and supports workforce and family needs. See employer materials for details.

NYU Grossman School of Medicine is an equal opportunity employer and is committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. Applications are required online. View Know Your Rights: Workplace discrimination is illegal.

Salary range for the role is $54,165.00 - $54,165.00 annually. Actual salaries depend on factors including experience, education, and hospital need. This range does not include bonuses, incentives, or other compensation. For Pay Transparency, please view the notice online.