Medical Secretary, FGP - Surgical Oncology - Mineola

About the role

We have an exciting opportunity to join our team as a Medical Secretary, FGP – Surgical Oncology – Mineola. In this role, the successful candidate will perform administrative and clerical tasks to support daily practice operations, including scheduling patient visits and procedures, handling patient phone calls, and maintaining efficient provider schedules.

Responsibilities

• 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; 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.
• Demonstrates knowledge of the organization's patient experience expectations and Service Standards and incorporates them into the performance of duties.
• Supports patient access activities (e.g., greets patients, collects information, answers questions, directs requests for assistance).
• Exercises skill in prioritizing assignments to complete work in a timely manner when facing workload changes, deadlines, or heavy workload.
• Demonstrates communication skills using appropriate vocabulary and grammar when obtaining and conveying information to patients, physicians, nurses, and staff in person, over the phone, in writing, and electronically.
• 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, including staff messages and appointment notifications.
• 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.
• 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 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, 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.
• Communicates 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.
• 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 the 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 observed areas of opportunity to improve patient experience and patient access with appropriate leadership (e.g., ways to optimize provider schedules, how to minimize delays, increase employee engagement).
• 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.

Requirements

• High School diploma.
• One year of prior physician practice experience and knowledge of medical terminology, or the equivalent combination of education and experience.
• Written and oral communication skills.
• Excellent organizational skills and the ability to prioritize multiple tasks, projects, and assignments.
• Exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office and EHR (Epic preferred).
• Light, accurate keyboarding skills required.
• Ability to complete multiple tasks efficiently and thrive in a teamwork environment that pursues a positive patient care experience.

Preferred Qualifications

• Intermediate knowledge of computer-based scheduling, appointment programs, or Epic EHR system strongly preferred.
• Ability to effectively communicate with all levels of the organization.

Benefits

NYU Langone Hospital—Long Island provides a comprehensive benefits and wellness package designed to support employees and their loved ones at every stage of life. Offerings include financial security benefits, a generous time-off program, employee resource groups for peer support, and a holistic employee wellness program focused on physical, mental, nutritional, sleep, social, financial, and preventive care.

Pay

The salary range for the role is $56,873.24 – $56,873.25 annually. Actual salaries depend on factors including experience, specialty, education, and hospital need. The listed range does not include bonuses/incentive, differential pay, or other forms of compensation or benefits.