Secretary -Intake​/Scheduler; FGP), Multispeciality - Staten

Overview

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 help shape medical history and improve lives. 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 exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge. For more information, visit med.nyu.edu and follow our presence on Linked In, Glassdoor, Indeed, Facebook, Twitter, and Instagram.

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

• Schedules appointments for visits, treatments, and procedures.
• Reviews appointment confirmation responses and manages waitlists.
• Communicates to patients about upcoming scheduled visits, including instructions, preparation, and forms.
• Obtains authorizations for services as needed.
• Answers calls and takes messages; routes questions to the appropriate contact in a clear and timely manner.
• Handles faxes and mail.
• Prepares standard letters and forms as needed.
• Demonstrates knowledge of patient experience expectations and Service Standards and incorporates them into performance of duties.
• Supports patient access activities (greets patients, collects information, answers questions, directs requests to the proper individual, etc.).
• Answers phones and screens incoming calls; provides information, takes messages, or redirects calls to the appropriate person.
• Maintains cooperative and professional relationships with physicians, nurses, and office staff.
• Prioritizes assignments to complete work in a timely manner when workload changes.
• Uses appropriate vocabulary and grammar when obtaining and conveying information to patients, physicians, nurses, and staff in person, by phone, in writing, and electronically.
• Participates in training staff in registration and office policies and responsibilities; may assist, provide guidance and/or train less senior staff.
• Reviews all assigned 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 and best practices for importing outside documents (results, records, forms).
• Reviews the waitlist periodically and ensures patients are called and offered appointments.
• Reschedules patients when physicians are out or blocking schedules.
• Organizes and distributes mail and faxes.
• Maintains general knowledge of the practice/physician specialty including conditions and treatments and scheduling scripts.
• Manages the physician calendars including creating and sending calendar invites.
• Releases medical records in accordance with HIPAA and ROI procedures; documents disclosures and fulfills requests within a 10-day timeframe.
• Processes incoming and outgoing documents via paper and electronic records; scans, uploads and forwards appropriate information within EPIC.
• Completes forms legibly and accurately; forwards areas requiring clinical information to LPN, RN or Licensed Provider; secures signatures and forwards documents to the correct destination.
• Follows up with the physician on outstanding messages related to patient care.
• Answers patient questions to ensure understanding and satisfaction, maintains confidentiality, and refers medical diagnosis or treatment questions to RN/provider when needed.
• Refers surgical and infusion scheduling to Senior Medical Secretary.
• Prepares routine memoranda, letters, labels, and other documents as needed; reviews work for accuracy and completeness.
• Receives prescription refill requests, locates prescriptions in EMR, and coordinates with RN/LPN/Provider to process renewals.
• Communicates with pharmacies and patients to clarify prescription questions or concerns; refers prescription questions to RN/LPN/Provider.
• Initiates and follows up on pre-authorizations and appeals and arranges peer-to-peer communication when required.
• Manages Patient, Referral and Authorization work queues; obtains and documents referrals in EPIC.
• Collaborates with other NYU Langone sites to ensure seamless continuation of care.
• Stays current on best practices, policies, and protocols (including workflow updates, trainings, and job-related tasks).
• Maintains cleanliness of personal and patient spaces, including waiting areas, and restocks supplies as needed.
• Communicates scheduling instructions, status updates, and answers…