Secretary Intake​/Scheduler; FGP – Harrison​/Tarrytown, Multispecialty

Position Summary

We have an exciting opportunity to join our team as a Secretary I. 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 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.
• Demonstrates knowledge of the organization’s patient experience expectations and Service Standards.
• Supports patient access activities (e.g., greets patients, collects information, answers questions, directs assistance).
• 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 amid workload changes and deadlines.
• Exhibits communication skills using appropriate vocabulary and grammar when obtaining and conveying information.
• Participates in training staff in registration and office policies and responsibilities; may assist or train less senior staff.
• Reviews all assigned in‑basket messages and patient emails before routing to appropriate providers.
• 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.
• Reviews waitlist periodically and ensures patients are being called and offered appointments.
• Reschedules patients when physicians are out or blocks schedules.
• Organizes and distributes mail and faxes.
• Has general knowledge of the practice/physician specialty including conditions and 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/forms to 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 of privileged matters.
• Directs medical diagnosis or treatment queries 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 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 and/or concerns related to patient demographic, insurance, and status information.
• Initiates and follows up on pre‑authorizations and appeals; arranges peer‑to‑peer communication when required.
• Responsible for patient, referral and authorization work queues.
• Obtains and documents referrals received in EPIC.
• Collaborates with other NYU Langone sites to ensure seamless continuation of care.
• Stays current on latest best practices, policies and protocols (including workflow updates, FOCUS trainings, and job‑related tasks).
• Maintains cleanliness of personal and patient spaces, including waiting areas and restocked supplies as needed.
• Commu…