Senior Medical Secretary; FGP; Brooklyn Hamilton

Position Summary

We have an exciting opportunity to join our team as a Senior Medical Secretary (FGP) – Brooklyn, Ft. Hamilton. In this role, the successful candidate performs administrative and surgical coordination tasks to support daily practice operations. This role is responsible for scheduling patient visits and procedures in collaboration with other areas within the Medical Center, handling patient phone calls, and maintaining efficient provider schedules.

• Schedules appointments for visits, treatments, and surgical 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, addresses questions or routes messages to appropriate contact in a clear and timely manner
• Handles faxes and mail
• Prepares standard letters and forms as needed
• Performs other duties as needed

• Schedule surgeries in EPIC
• Prepares the daily schedule and manages the OR template; must be able to create and send calendar invites
• Discuss surgical appointment details, including explaining patient’s arrival time, fasting instructions, and other expectations
• Scan all necessary documents related to the surgical appointment
• Review chart to make sure all required elements are in EPIC (Labs, medical clearance, EKG, etc.)
• Demonstrate knowledge of the organization’s patient experience expectations and Service Standards and incorporate them into the performance of duties
• Support patient access activities (e.g., greet patients, collect information, answer questions, direct requests for assistance to the 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 workload, deadlines, and pressures change
• Demonstrate communication skills: use 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 electronically
• Participate in training staff in registration and office policies and responsibilities; may assist, provide guidance, or train less senior staff

• Reviews all assigned in‑basket 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 My Chart
• Follows scanning guidelines and best practices for importing outside documents (results, records, forms, etc.)
• Reviews the waitlist periodically and ensures patients are being 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…