Secretary I-Intake/Scheduler - Manhattan Job at NYU Langone Health in New York

Secretary I-Intake/Scheduler - Manhattan

Job ID: 1150300_RR00107301

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, we have trained thousands of physicians and scientists who have helped shape the human condition through education, research, and patient care.

Job Summary

Support practice operations by greeting patients, answering calls, scheduling appointments, and performing front-end administrative tasks as needed.

Job Responsibilities

• Schedule appointments for visits, treatments, and procedures.
• Review appointment confirmation responses and manage waitlists.
• Communicate to patients on upcoming scheduled visits, including instructions, preparation, and forms.
• Obtain authorizations for services as needed.
• Answer calls, take messages, and route inquiries to appropriate contacts promptly.
• Handle faxes and mail, and prepare standard letters and forms.
• Support patient access activities, greet patients, and direct assistance requests.
• Maintain professional relationships with physicians, nurses, and office staff.
• Prioritize assignments to complete work timely amid workload changes and deadlines.
• Demonstrate communication skills using appropriate vocabulary and grammar in person, over the phone, in writing, and electronically.
• Participate in training staff on registration and office policies, and assist less senior staff.
• Review in-basket messages and patient emails before routing to appropriate providers.
• Promote the use and sign-up of MyChart.
• Follow scanning guidelines to import outside documents into Epic.
• Reschedule patients when physicians are out or block schedules.
• Organize and distribute mail and faxes.
• Manage physician calendars and send calendar invites.
• Release medical records in accordance with HIPAA and FGP ROI procedures.
• Process incoming and outgoing documents via paper and electronic records, scanning and uploading in EPIC.
• Complete forms legibly and accurately, and forward clinical information to LPN, RN, or Licensed Provider.
• Follow up with physicians on outstanding patient care messages.
• Answer patient questions to ensure understanding and satisfaction.
• Refer surgical and infusion scheduling to Senior Medical Secretary.
• Prepare routine memoranda letters, labels, manuscripts, and correspondence.
• Receive prescription refill requests, locate prescriptions in EMR, and task RN, LPN, or Provider for renewal.
• Communicate with pharmacies and patients regarding prescription questions and concerns.
• Initiate and follow up on pre-authorizations, appeals, and peer-to-peer communication when required.
• Maintain patient, referral, and authorization work queues, and obtain and document referrals in EPIC.
• Collaborate with other NYU Langone sites for seamless care continuation.
• Remain current on best practices, policies, and protocols, including workflow updates, FOCUS trainings, and job-related tasks.
• Maintain cleanliness of patient space, including waiting areas and restock supplies.
• Assist with special projects, reports, and activities, ensuring accuracy and completeness.
• Serve as NYU Langone Health Faculty Group Practice Brand Ambassador, upholding mission, vision, and values.
• Greets patients warmly, collaborates with colleagues, and uses the LEARN model for service recovery.
• Share ideas for improving patient experience and access with leadership.
• Partner with Patient Access Center and Central Billing Office to support collaboration.
• Perform related duties as needed by providers and supervisor.

Minimum Qualifications

• High School Diploma.
• Excellent organizational, interpersonal, verbal, and written communication skills.
• 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 thrive in a teamwork environment.

Preferred Qualifications

• Intermediate knowledge of computer-based scheduling and appointment programs.

Benefits

NYU Grossman School of Medicine provides a comprehensive benefits and wellness package, including generous time‑off, financial security benefits, employee resources groups, and a holistic wellness program focused on physical, mental, nutritional, sleep, social, financial, and preventive care.

Equal Opportunity Employer

NYU Grossman School of Medicine is an equal opportunity employer 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.

Pay Transparency

Salary range: $54,165.00 - $54,165.00 Annually

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