Secretary IntakeScheduler FGP Manhattan Washington Square Per Diem

Position Summary

We have an exciting opportunity to join our team as a Secretary I – Intake/Scheduler (FGP) – Manhattan, Washington Square, Per Diem.

• Schedules appointments for visits, treatments, and procedures; reviews appointment confirmation responses and manages waitlists; communicates to patients on upcoming scheduled visits, including instructions, preparation, and forms.
• Obtains authorizations for services as needed; answers calls and takes messages, addressing questions or routing messages to the appropriate contact in a clear and timely manner; handles faxes and mail.
• Prepares standard letters and forms as needed.
• Performs administrative physician and practice support duties; demonstrates knowledge of the organization’s patient experience expectations and Service Standards and incorporates them into the performance of duties.
• Supports patient access activities (greets patients, collects information, answers questions, directs requests for assistance to the proper individual).
• 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, deadlines arise, or a heavy workload occurs.
• Uses 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.
• Participates in training staff in registration and office policies and responsibilities; may assist, provide guidance and/or train less senior staff.
• Reviews all assigned inbox messages and patient emails before routing to the appropriate provider, including staff messages and appointment notifications.
• Provides patients with non‑clinical instructions for any upcoming appointments or procedures.
• Promotes the use and sign‑up of MyChart.
• Follows scanning guidelines and best practices for importing outside documents—results, records, forms, etc.
• Reviews the waitlist periodically and ensures patients are called and offered appointments.
• Reschedules patients when physicians are out or blocks their schedules.
• Organizes and distributes mail and faxes.
• Has a general knowledge of the practice/physician specialty—including conditions, treatments, and scheduling scripts.
• Manages the physician’s calendars, including creating and sending calendar invites.
• Releases medical records in accordance with HIPAA and FGP ROI procedures.
• Documents disclosures in Epic 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 appropriate signatures and forwards documents or forms to the correct destination.
• Follows up with the physician on any outstanding messages related to patient care.
• Answers patient questions to ensure understanding and satisfaction, or refers them to more senior staff.
• Maintains confidentiality on matters to which the staff are privileged; refers all questions related to medical diagnosis or treatment to RN or provider; refers surgical and infusion scheduling to Senior Medical Secretary.
• Prepares routine memoranda, letters, labels, manuscripts, correspondence, and other documents as needed.
• Reviews work for accuracy and completeness; receives prescription refill requests, locates the requested prescription in EMR, and tasks RN, LPN, or Provider to evaluate, set up, and/or process for renewal.
• Communicates with pharmacies and patients to clarify prescription questions or concerns, related to patient demographics, insurance, and status information; refers questions related to prescription information to RN, LPN, or Provider.
• Initiates and follows up on pre‑authorizations and appeals, arranging peer‑to‑peer communication when required; responsible for Patient, Referral and Authorization work queues.
• Obtains and…