Secretary - Intake​/Scheduler, FGP - Ortho

NYU Langone Hospital-Long Island is a 591-bed university-affiliated medical center that provides diagnostic and therapeutic care in a wide range of specialties. The institution is committed to medical education, research, and inclusive patient and employee care.

We have an exciting opportunity to join our team as a Secretary I-Intake/Scheduler, FGP – Ortho – Patchogue. 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, manages waitlists, and communicates instructions, preparation, and forms to patients.
• Obtains authorizations for services. Answers calls and takes messages, routing them to the appropriate contact in a clear and timely manner. Handles faxes and mail.
• Prepares standard letters and forms as needed.
• Supports physician and practice operations, demonstrating knowledge of patient experience expectations and service standards.
• Greets patients, collects information, and directs queries to the proper individual.
• Answers phones, screens incoming calls, and redirects them to the appropriate person.
• Maintains professional relationships with physicians, nurses, and office staff.
• Prioritizes assignments to complete work timely amid changing workloads and deadlines.
• Employs strong verbal, written, and electronic communication skills when interacting with patients and staff.
• Participates in training new staff on registration and office policies.
• Assists and trains less senior staff as needed.
• Reviews in‑basket messages and patient emails before routing.
• Provides patients with non‑clinical instructions for upcoming appointments and procedures.
• Promotes MyChart sign‑up and use.
• Follows scanning guidelines to import documents into Epic.
• Reviews the waitlist regularly to ensure patients are called and offered appointments.
• Reschedules patients when physicians are unavailable or their schedules are blocked.
• Organizes and distributes mail and faxes.
• Maintains knowledge of practice/physician specialty conditions, treatments, and scheduling scripts.
• Manages physician calendars, including creating and sending calendar invites.
• Releases medical records according to HIPAA and FGP ROI procedures.
• Documents disclosures in Epic and meets a 10‑day timeframe for requests.
• Processes incoming and outgoing documents via paper and electronic records.
• Scans, uploads, and forwards appropriate information within Epic.
• Completes forms legibly and accurately, forwarding areas requiring clinical information to LPN, RN, or Licensed Provider.
• Secures signatures and forwards documents to the correct destination.
• Follows up with physicians on outstanding patient‑care messages.
• Answers patient questions to ensure understanding and satisfaction.
• Maintains confidentiality on privileged matters; refers questions about medical diagnosis or treatment to RN/Provider. Refers surgical and infusion scheduling to Senior Medical Secretary.
• Prepares routine memoranda, letters, labels, manuscripts, correspondence, and other documents.
• Reviews work for accuracy and completeness.
• Receives prescription refill requests, locates prescriptions in EMR, and tasks RN, LPN, or Provider to evaluate or set up renewal.
• Communicates with pharmacies and patients regarding prescription questions and concerns, referring prescription information questions to RN/LPN/Provider.
• Initiates and follows up on pre‑authorizations and appeals, arranging peer‑to‑peer communication when required. Manages patient, referral, and authorization work…