Secretary -Intake​/Scheduler; FGP Manhattan, Gastroenterology

Position Summary

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.

• 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, 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.
• Responsible for greeting patients and performing intake functions, including registration, forms collection, updating information, and co‑payment collection.
• Monitors the Department Appointment Report (DAR) for check‑out “kick‑outs,” appointment notes, insurance flags, and patients who need further assistance.
• Gathers all patient demographic data and materials from patients and/or their representatives. Obtains insurance information, verifies eligibility electronically, and collects insurance referrals if applicable.
• Advises and/or collects patient and financial documents and policies for 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 a palm scan and a photo.
• Promotes the utilization of Check Mate kiosks, greets and assists patients in using the kiosks when needed.
• Scans all necessary documents into Epic, follows scanning guidelines for uploading outside documents—results, records, forms, etc., and ensures scanned documents are placed in the correct location and type. Reports errors or issues from kiosks or other equipment to management for resolution.
• 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. Promotes the use and sign‑up of MyChart.
• Answers phone calls and requests in a professional and patient‑friendly manner.
• Schedules routine appointments and follow‑ups for visits.
• On subsequent visits or calls, asks patients to verify demographic info and makes necessary edits. Collects or asks patients to sign any missing information.
• Answers patient questions to ensure understanding and satisfaction, referring them to senior staff or billing representatives when necessary.
• Addresses patients and callers in a pleasant, professional manner while screening or handling calls. Takes messages or directs callers to the appropriate person or area.
• Releases medical records in accordance with HIPAA and FGP ROI guidelines, documents disclosures in EPIC, and fulfills requests within a 10‑day timeframe.
• Maintains patient privacy as it relates to HIPAA standards.
• Refers all inquiries regarding pre‑authorizations/certifications to the appropriate person or area.
• Monitors and completes patient front‑end work queues to address missing information pre‑ or post‑visit in a timely manner.
• Monitors and completes assigned administrative inbox messages in a timely manner and according to practice guidelines.
• Stays current on best practices, policies, and protocols, including workflow updates, FOCUS trainings, and job‑related tasks.
• Maintains cleanliness of both personal and patient spaces, including waiting areas and restocks supplies as needed.
• Demonstrates knowledge of the organization’s service standards and incorporates them into performance duties.
• Provides materials such as forms and letters for patient and provider needs.
• Maintains cooperative and professional…