Secretary - NYU Langone South Shore Neurologic ...

The Faculty Group Practice Sec I will perform a variety of front-end administrative tasks to support practice operationsincluding greeting patients, answering calls, scheduling patient appointments and other administrative duties as needed.Job Responsibilities:• Schedules appointments for visits, treatments, and procedures.Reviews appointment confirmation responses and manages municates to patients on upcoming scheduled visits, including instructions, preparation, andforms•Obtains authorizations for services as needed.Answers calls and takes messages. Addresses questions or routes messages to appropriate contactin a clear and timely manner.Handles faxes and mail.• Prepares standard letters and forms as needed.• Administrative Physician and Practice Support• Demonstrates knowledge of the organization's patient experience expectations and Service Standardsand incorporates them in to the performance of duties.• Supports patient access activities ( greets patients, collects information, answers questions,requests for assistance are directed to proper individual, etc.).• Answers phones and screens incoming calls. Provides information, take messages, or redirects callsto the appropriate person.• Maintains cooperative and professional relationships with physicians, nurses, and office staff.• Exercises skill in prioritizing assignments in order to complete work in a timely manner when there arechanges in workload, assignments, pressures of deadlines, competitive requirements, and/or a heavyworkload.• Demonstrates communication skills: using appropriate vocabulary and grammar when obtaining andconveying information to patients, physicians, nurses, and staff at various levels; in person, over thephone, 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 in-basket messages and patient emails before routing to the appropriate providerwhich includes staff messages, appointment notifications, etc.• Provides patients with non-clinical instructions for any upcoming appointments/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 being called and offered appointments.• Responsible for rescheduling patients when physicians are out or blocking their schedules.• Organizes and distributes mail and faxes.• Has a general knowledge of the practice/physician specialty including conditions and treatments andscheduling scripts.• Manages the physician's calendars including creating and sending calendar invites.• Releases medical records in accordance of 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 orLicensed 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 patient satisfaction, or refers them to moresenior level staff.• Maintains confidentiality on matters to which they are privileged. Refers all questions/queries related to medical diagnosis or treatment to RN/provider.Refers Surgical and Infusion scheduling to Senior Medical Secretary.• Prepares routine memoranda letters, labels, routine manuscripts, correspondence and otherdocuments as needed.• Reviews work for accuracy and completeness.Receives prescription refill requests, locates requested prescription in EMR, and tasks RN, LPN, orProvider 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. Refers questions related to prescriptioninformation to RN/LPN/Provider.• Initiates and follows-up on pre-authorizations and appeals and arranges peer-to-peer communicationwhen require.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.• Remains current on latest best practices, policies and protocols (including workflow updates, FOCUStrainings, and job-related tasks).• Maintains cleanliness of both personal and patient space, including waiting areas and restockssupplies as needed.• Communicates with patients, providing all scheduling instructions, clarification, updates on status orchanges and answering related questions for any upcoming appointments/procedures. Communicatewith patients regarding status of referrals and/or authorization.• Assists with the completion of special projects, reports and activities. Ensures requested and relatedinformation is accurate and complete. Brings any problems or questions to supervisor attention.Minimum Qualifications:To qualify you must have a High School or equivalent. Excellent organizational, interpersonal and verbal and written communications skills, strong customer service skills, and ability to complete multiple tasks efficiently and thrive in a team work environment. Knowledge of Microsoft Office, database and internet applications. Light, accurate keyboarding skills.Preferred Qualifications:6 months Physician practice office experience. Knowledge of medical terminology Knowledge of EPIC Ambulatory.Qualified candidates must be able to effectively communicate with all levels of the organization. NYU Langone Hospital—Long Island provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family. NYU Langone Hospital—Long Island is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment.

Created: 2026-04-03