Medical Secretary - Cardiology - Mineola

Job ID: 1163882_RR00121409

Position Summary

We have an exciting opportunity to join our team as a Medical Secretary – Cardiology – Mineola. The Medical Secretary performs administrative and clerical 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.

Responsibilities

• Schedule appointments for visits, treatments, and procedures; review confirmation responses and manage waitlists.
• Communicate upcoming visit instructions, preparation steps, and required forms to patients.
• Obtain authorizations for services as needed.
• Answer calls, take messages, address questions, or route messages promptly and clearly.
• Handle faxes and mail; prepare standard letters and forms as needed.
• Demonstrate knowledge of the organization’s patient experience expectations and service standards.
• Support patient access activities (greet patients, collect information, answer questions, direct assistance requests).
• Screen incoming calls, provide information, take messages, and redirect calls to the appropriate person.
• Maintain cooperative and professional relationships with physicians, nurses, and office staff.
• Prioritize assignments to meet deadlines and manage heavy workloads.
• Communicate effectively with patients, physicians, nurses, and staff in person, over the phone, in writing, and via electronic messages.
• Train staff in registration and office policies; assist and guide less‑senior staff.
• Review all assigned in‑basket messages and patient emails, routing them to the appropriate provider.
• Provide patients with non‑clinical instructions for upcoming appointments or procedures.
• Promote MyChart sign‑up and usage.
• Follow scanning guidelines and best practices for importing outside documents (results, records, forms, etc.).
• Review the waitlist periodically, call patients, and offer appointments.
• Reschedule patients when physicians are out or when schedules are blocked.
• Organize and distribute mail and faxes.
• Manage physicians’ calendars, creating and sending calendar invites.
• Release medical records in accordance with HIPAA and ROI procedures; document disclosures in Epic within a 10‑day timeframe.
• Process incoming and outgoing documents via paper and electronic records; scan, upload, and forward appropriate information within Epic.
• Complete forms legibly and accurately; forward clinical queries to LPN, RN, or licensed provider.
• Secure appropriate signatures and forward documents/forms to the correct destination.
• Follow up with physicians on any outstanding messages related to patient care.
• Answer patient questions to ensure understanding and satisfaction, or refer them to senior staff.
• Refer surgical and infusion scheduling to the Senior Medical Secretary.
• Prepare routine memoranda, letters, labels, manuscripts, correspondence, and other documents as needed.
• Review work for accuracy and completeness.
• Receive prescription refill requests, locate the prescription in the EMR, and task RN/LPN/Provider for evaluation and renewal.
• Communicate with pharmacies and patients to clarify prescription questions; refer clinical questions to RN/LPN/Provider.
• Initiate and follow up on pre‑authorizations and appeals; arrange peer‑to‑peer communication when required.
• Manage patient, referral, and authorization work queues; obtain and document referrals in Epic.
• Collaborate with other NYU Langone sites to ensure seamless continuation of care.
• Stay current on best practices, policies, protocols, workflow updates, and job‑related trainings.
• Maintain cleanliness of personal and patient spaces, including waiting areas, and restock supplies as needed.
• Communicate scheduling instructions, updates, and status changes to patients.
• Assist with special projects, reports, and activities; ensure requested information is accurate and complete.
• Serve as NYU Langone Health Faculty Group Practice Brand Ambassador, upholding the mission, vision, and values and promoting excellence in the patient experience.
• Drive consistency in every patient and colleague encounter by embodying the CARES principles (Connect, Align, Respond, Ensure, Sign‑Off).
• Greet patients warmly, state name and role, and clearly communicate each step of the care interaction.
• Work collaboratively with colleagues and site management to ensure a positive experience and timely resolution of all patient interactions and inquiries.
• Proactively anticipate patient needs, apply the LEARN model (Listen, Empathize, Apologize, Resolve, Notify) for service recovery, and escalate to leadership as appropriate.
• Share ideas or observed opportunities to improve patient experience and access with leadership.
• Partner with the Patient Access Center and Central Billing Office to support collaboration and promote a positive patient experience.
• Ensure practice staff are fully versed in the Access Agreement gold‑standard principles.
• Perform other related duties as needed by providers and supervisor.

Minimum Qualifications

• High School diploma.
• At least one year of prior physician practice experience and knowledge of medical terminology, or an equivalent combination of education and experience.
• Strong written and oral communication skills.
• Excellent organizational skills with the ability to prioritize multiple tasks, projects, and assignments.
• Exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office and electronic health record systems (Epic preferred).
• Light, accurate keyboarding skills.
• Ability to complete multiple tasks efficiently and thrive in a teamwork environment focused on a positive patient care experience.

Preferred Qualifications

• Intermediate knowledge of computer‑based scheduling, appointment programs, or Epic EHR system.
• Demonstrated ability to effectively communicate with all levels of the organization.

Benefits

NYU Langone Hospital—Long Island provides a comprehensive benefits and wellness package that supports employees at every stage of life. Offerings include financial security benefits, a generous time‑off program, employee resource groups for peer support, and a holistic wellness program focused on physical, mental, nutritional, sleep, social, financial, and preventive care. The package is designed to allow employees to focus on what truly matters and enhance overall quality of life for themselves and their families.

Pay

Salary range: $56,873.25 – $56,873.25 annually. Actual salaries depend on experience, specialty, education, and hospital need. The listed range does not include bonuses, differential pay, or other forms of compensation.