NYU Langone Hospitals is hiring: Secretary I - Cardiology - NYU Ambulatory Care

Overview

NYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center, which offers sophisticated diagnostic and therapeutic care in virtually every specialty and subspecialty of medicine and surgery. We are a major regional healthcare resource with a deep commitment to medical education and research, offering a full complement of inpatient and outpatient services. 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 Secretary I - Cardiology - NYU Ambulatory Care Lake Success. 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

• 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 and take messages. Address questions or route messages to appropriate contact in a clear and timely manner.
• Handle faxes and mail.
• Prepare standard letters and forms as needed.

Administrative Physician and Practice Support

• Demonstrate knowledge of the organization's patient experience expectations and Service Standards and incorporate them into the performance of duties.
• Support patient access activities (i.e. greet patients, collect information, answer questions, requests for assistance are directed to proper individual). Answer phones and screen incoming calls. Provide information, take messages, or redirect calls to the appropriate person.
• Maintain cooperative and professional relationships with physicians, nurses, and office staff.
• Exercise skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, assignments, pressures of deadlines, competitive requirements, and/or a heavy workload.
• Demonstrate communication skills using appropriate vocabulary and grammar when obtaining and conveying information to patients, physicians, nurses, and staff at various levels; in person, over the phone, in writing, and in electronically sent messages.
• Participate in training staff in registration and office policies and responsibilities. May assist, provide guidance and/or train less senior staff.
• Review all assigned in-basket messages and patient emails before routing to the appropriate provider which includes staff messages, appointment notifications, etc.
• Provide patients with non-clinical instructions for any upcoming appointments/procedures.
• Promote the use and sign-up of MyChart.
• Follow scanning guidelines and best practices for importing outside documents—results, records, forms, etc.
• Review the waitlist periodically and ensure patients are being called and offered appointments.
• Responsible for rescheduling patients when physicians are out or blocking their schedules.
• Organize and distribute mail and faxes.
• Have a general knowledge of the practice/physician specialty including conditions and treatments and scheduling scripts.
• Manage the physician's calendars including creating and sending calendar invites.
• Release medical records in accordance of HIPAA and FGP ROI procedures. Document disclosures in Epic and fulfill requests within a 10‑day timeframe.
• Process incoming and outgoing documents via paper and electronic records. Scan, upload and forward appropriate information within Epic.
• Complete forms legibly and accurately. Forward areas requiring clinical information to LPN, RN or Licensed Provider. Secure appropriate signatures and forward documents/forms to correct destination.
• Follow up with the physician on any outstanding messages related to patient care.
• Answer patient questions to ensure understanding and patient satisfaction, or refer them to more senior level staff. Maintain confidentiality on matters to which they are privileged. Refer all questions/queries related to medical diagnosis or treatment to RN/provider.
• Refer Surgical and Infusion scheduling to Senior Medical Secretary.
• Prepare routine memoranda letters, labels, routine manuscripts, correspondence and other documents as needed. Review work for accuracy and completeness.
• Receive prescription refill requests, locate requested prescription in EMR, and task RN, LPN, or Provider to evaluate, set up and/or process for renewal.
• Communicate with pharmacies and patients to clarify prescription questions and/or concerns, related to patient demographic, insurance, and status information. Refer questions related to prescription information to RN/LPN/Provider.
• Initiate and follow‑up on pre‑authorizations and appeals and arrange peer‑to‑peer communication when required.
• Responsible for Patient, Referral and Authorization work queues.
• Obtain and document referrals received in EPIC.
• Collaborate with other NYU Langone sites to ensure seamless continuation of care.
• Remain current on latest best practices, policies and protocols (including workflow updates, FOCUS trainings, and job‑related tasks).
• Maintain cleanliness of both personal and patient space, including waiting areas and restock supplies as needed.
• Communicate with patients, providing all scheduling instructions, clarification, updates on status or changes and answering related questions for any upcoming appointments/procedures. Communicate with patients regarding status of referrals and/or authorization.
• Assist with the completion of special projects, reports and activities. Ensure requested and related information is accurate and complete. Bring any problems or questions to supervisor attention.

Patient Experience and Access

• Serve as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH Mission, vision and values and promoting excellence in the patient experience, during every encounter.
• Drive 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).
• Greet patients warmly and professionally, stating name and role, and clearly communicate each step of the care/interaction as appropriate.
• Work 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 anticipate patient needs, and participate in service recovery by applying the LEARN model (Listen, Empathize, Apologize, Resolve, Notify), and escalating to leadership as appropriate.
• Share ideas or any observed areas of opportunity, to improve patient experience and patient access, with appropriate leadership. (i.e. ways to optimize provider schedules, how to minimize delays, increase employee engagement, etc.)
• Partner with Patient Access Center and Central Billing Office team members to support collaboration and promote positive patient experience.
• Takes a proactive approach in ensuring that practice staff are fully versed in the Access Agreement gold standard principles.
• Perform other related duties as needed by providers and supervisor.

Minimum Qualifications

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

Preferred Qualifications

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

Communication Requirement

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

Benefits and Wellness

NYU Langone Hospital—Long Island provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it’s developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time‑off program and employee resource groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well‑being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

Equity and Inclusion

NYU Langone Hospital—Long Island 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. We require applications to be completed online.

Salary

Salary range: $54,168.00 – $54,168.00 annually. Actual salaries depend on experience, specialty, education and hospital need.

Pay Transparency Notice

To view the Pay Transparency Notice, please click here.