Senior Medical Secretary - NYU Langone Ambulatory Care Garden City - Women's Health

NYU Langone Hospital-Long Island is a 591-bed university-affiliated medical center, which offers sophisticated diagnostic and therapeutic care in virtually every specialty and subspecialty of medicine and surgery. We are a major regional healthcare resource with a deep commitment to medical education and research, offering a full complement of inpatient and outpatient services. At NYU Langone Health, equity, diversity, and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go to nyulangone.org, and interact with us on  LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.

Position Summary:
We have an exciting opportunity to join our team as a FGP Sr Medical Secretary(37.5).

In this role, the successful candidate The Senior Medical Secretary 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

Job Responsibilities:

 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

Administrative Physician and Practice Support
 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 which may include explaining patient rsquo;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
 Demonstrates knowledge of the organization rsquo;s patient experience expectations and Service Standards and incorporates them in to the performance of duties
 Supports patient access activities i e 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 calls to 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 are changes in workload assignments pressures of deadlines competitive requirements and/or a heavy workload
 Demonstrates communication skills: using 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 in basket messages and patient emails before routing to the appropriate provider which 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 and scheduling scripts
 Manages the physician calendars including creating and sending calendar invites
 Releases medical records in accordance of HIPPA 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 patient satisfaction or refers them to more senior 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 other documents as needed 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 Refers questions related to prescription information to RN/LPN/Provider
 Initiates and follows up on pre authorizations and appeals and 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
 Remains current on latest best practices policies and protocols including workflow updates FOCUS trainings and job related tasks
 Maintains cleanliness of both personal and patient space including waiting areas and restocks supplies as needed

 Communicates with patients providing all scheduling instructions clarification updates on status or changes and answering related questions for any upcoming appointments/procedures Communicate with patients regarding status of referrals and/or authorization
 Assists with the completion of special projects reports and activities Ensures requested and related information is accurate and complete Brings any problems or questions to supervisor attention
 Performs other related duties as needed by providers and supervisor

Patient Experience and Access

• Serves as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH Mission vision and values and promoting excellence in the patient experience during every encounter

 Drives consistency in every patient and colleague encounter by embodying the core principles of our FGP Service Strategy CARES Connect Align Respond Ensure and Sign Off
 Greets patients warmly and professionally stating name and role and clearly communicates each step of the care/interaction as appropriate
 Works collaboratively with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions and inquiries whether in person by phone or via electronic messaging
 Proactively anticipates patient needs and participates in service recovery by applying the LEARN model Listen Empathize Apologize Resolve Notify and escalates to leadership as appropriate
 Shares ideas or any observed areas of opportunity to improve patient experience and patient access with appropriate leadership i e ways to optimize provider schedules how to minimize delays increase employee engagement etc
 Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote a positive patient experience
 Takes a proactive approach in ensuring that practice staff are fully versed in the Access Agreement gold standard principles

Minimum Qualifications:
To qualify you must have a High School diploma Three years of relevant medical clerical experience Must include prior physician practice experience and knowledge of medical terminology Light accurate keyboarding skills required Excellent organizational interpersonal and communications skills required

Preferred Qualifications:
Background in computer literacy preferred

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.

NYU Langone Hospital-Long Island is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
If you wish to view NYU Langone Hospital-Long Island's EEO policies, please click here. Please click here to view the Federal "EEO is the law" poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $45,418.88 - $71,159.92 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here