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

Secretary I-Intake/Scheduler - Manhattan

We have an exciting opportunity to join our team as a Secretary I-Intake/Scheduler - Manhattan.

The Faculty Group Practice Sec I 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 both 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 or 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

• Responsible for greeting patients and performing intake functions including registration, forms collection, updating information, and co‑payment collection
• Monitors Department Appointment Report (DAR) for check‑out “kick‑outs”, appointment notes, insurance flags, and patients who need further assistance
• Gathers all patient demographic related data and materials from patients and/or their representatives
• Obtains insurance information (ID card, member/group #s, etc.), verifies insurance eligibility electronically and collects insurance referral if applicable
• Advises and/or collects patient and financial related documents and policies for patient visits, including HIPAA, NOPP, MSPQ, ABN, Non‑Participating, etc., and obtains signatures where appropriate
• Enrolls patients above the age of 5 to Patient Secure by obtaining the palm scan and a photo
• Promotes the utilization of Check Mate kiosks, greets and assists patients in using the kiosk when needed
• Scans all necessary documents into Epic and follows scanning guidelines and best practices for uploading outside documents
• Monitors waiting areas to identify and communicate wait times
• Performs check‑out functions including providing after‑visit summary information, scheduling follow‑up visits, procedures and referrals, and collecting any time‑of‑service payments as needed

Patient Experience and Access

• Serves as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH Mission, vision and values and promoting excellence in the patient experience
• Drives consistency in every patient and colleague encounter by embodying the core principles of our FGP Service Strategy CARES (Connect, Align, Respond, Ensure, and Sign‑Off)
• Greets patients warmly and professionally, states name and role, and clearly communicates each step of the care/interaction as appropriate
• Works collaboratively with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions and inquiries whether in person, by phone or via electronic messaging
• Proactively anticipates patient needs, participates in service recovery by applying the LEARN model (Listen, Empathize, Apologize, Resolve, Notify), and escalates to leadership as appropriate
• Shares ideas or any observed areas of opportunity to improve patient experience and patient access with appropriate leadership
• Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote a positive patient experience
• Takes a proactive approach in ensuring that practice staff are fully versed in the Access Agreement gold standard principles

Minimum Qualifications

High School Diploma. Excellent organizational, interpersonal and verbal/written communication skills and 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 team‑work environment pursuing a positive patient care experience.

Preferred Qualifications

Intermediate knowledge of computer‑based scheduling and appointment programs strongly preferred. Ability to effectively communicate with all levels of the organization.

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.