Medical Secretary - Manhattan Job at NYU Langone Health in New York

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 to shape medical history and enrich lives. 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 Medical Secretary - Manhattan. The Medical Secretary performs 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

• Demonstrates knowledge of the organization’s patient experience expectations and Service Standards and incorporates them into duties
• Supports patient access activities, greets patients, collects information, answers questions, and directs requests appropriately
• Maintains cooperative and professional relationships with physicians, nurses, and office staff
• Prioritizes assignments to complete work in a timely manner when workload changes
• Demonstrates effective communication with patients, physicians, nurses, and staff in various formats
• Participates in training staff on registration and office policies; may assist or train 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 into the system
• Reviews waitlists and ensures patients are called and offered appointments
• Reschedules patients when physicians are unavailable
• Organizes and distributes mail and faxes
• Has knowledge of the practice/physician specialty and scheduling scripts
• Manages physician calendars, including creating and sending calendar invites
• Releases medical records in accordance with HIPAA and ROI procedures; documents disclosures in the EMR and fulfills requests within a 10-day timeframe
• Processes incoming and outgoing documents via paper and electronic records
• Completes forms accurately; routes clinical information to appropriate staff for signatures
• Follow up with physicians on outstanding messages related to patient care
• Responds to patient questions to ensure understanding and satisfaction; maintains confidentiality
• Refs Surgical and Infusion scheduling to Senior Medical Secretary as needed
• Prepares routine memoranda, labels, correspondence; reviews for accuracy and completeness
• Manages prescription refill requests, coordinates with RN/LPN/Provider for renewal
• Communicates with pharmacies and patients on prescription questions or concerns
• Initiates and follows up on pre-authorizations and appeals; arranges peer-to-peer communication when 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
• Maintains cleanliness of personal and patient spaces and restocks supplies as needed
• Communicates scheduling instructions and updates to patients for upcoming appointments/procedures
• Assists with special projects and reports; informs supervisor of problems or questions
• Performs other duties as assigned by providers and supervisor

Patient Experience and Access

• Represents NYU Langone Health Faculty Group Practice as a Brand Ambassador, upholding mission, vision and values
• Promotes CARES service principles (Connect, Align, Respond, Ensure, Sign-Off) in every encounter
• Greets patients warmly, stating name and role, and communicates steps of care appropriately
• Works with colleagues to ensure positive experiences and timely resolutions for inquiries
• Anticipates patient needs and participates in service recovery using the LEARN model
• Suggests improvements to patient experience and access to leadership
• Collaborates with Patient Access Center and Central Billing Office to promote positive experiences
• Promotes Access Agreement gold standard principles among practice staff

Minimum Qualifications

• High school diploma
• At least one year of prior physician practice experience and knowledge of medical terminology or equivalent combination of education and experience
• Written and oral communication skills
• Excellent organizational skills and ability to prioritize multiple tasks
• Attention to detail and accuracy
• Proficiency in Microsoft Office and EPIC or similar EHR; light, accurate keyboarding skills
• Ability to work in a team-oriented environment and support positive patient care experiences

Preferred Qualifications

• Intermediate knowledge of computer-based scheduling, appointment programs or EPIC EHR system

NYU Grossman School of Medicine provides staff with more than just a place to work; we are committed to supporting our workforce with a comprehensive benefits and wellness package. Our offerings support career development, family needs, retirement planning, and holistic well-being in seven key areas: physical, mental, nutritional, sleep, social, financial, and preventive care.

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 must be completed online.

View Know Your Rights: Workplace discrimination is illegal. NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency. The salary range for the role is $67,132.00 - $67,132.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The listed salary range does not include bonuses or other compensation. For pay transparency notice, please view the pay notice.