Secretary I - Intake/Scheduler, FGP - East Patchogue

Position Summary

We have an exciting opportunity to join our team as a Secretary I – Intake/Scheduler, FGP – East Patchogue. 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.

Job Responsibilities

• Schedule appointments for visits, treatments, and procedures; review confirmation responses and manage waitlists.
• Communicate upcoming visit instructions, preparation, and forms to patients; obtain authorizations for services as needed.
• Answer calls, take messages, and route inquiries to appropriate contacts in a clear and timely manner.
• Handle faxes and mail; prepare standard letters and forms.
• Demonstrate knowledge of patient experience expectations and service standards; support patient access activities such as greeting patients, collecting information, and directing assistance requests.
• Maintain cooperative professional relationships with physicians, nurses, and office staff.
• Prioritize assignments to meet deadlines and heavy workloads.
• Use appropriate vocabulary and grammar when communicating with patients, physicians, nurses, and staff in person, by phone, in writing, and electronically.
• Participate in training staff on registration and office policies; may assist, guide, or train less senior staff.
• Review in‑basket messages and patient emails, routing them to the appropriate provider.
• Provide patients with non‑clinical instructions for upcoming appointments/procedures and promote MyChart sign‑up.
• Follow scanning guidelines for importing outside documents; review waitlist periodically and ensure patients are called and offered appointments.
• Reschedule patients when physicians are out or blocking schedules; organize and distribute mail and faxes.
• Manage physician calendars, create and send calendar invites.
• Release medical records in accordance with HIPAA and FGP 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 information to LPN, RN, or licensed provider and secure appropriate signatures.
• Follow up with physicians on outstanding messages related to patient care.
• Answer patient questions to ensure understanding and satisfaction, referring clinical queries to RN/provider.
• Maintain confidentiality of privileged information.
• Refer surgical and infusion scheduling to Senior Medical Secretary.
• Prepare routine memoranda, letters, labels, manuscripts, correspondence, and other documents; review work for accuracy and completeness.
• Receive prescription refill requests, locate prescriptions in EMR, and task RN/LPN/provider for evaluation and renewal; communicate with pharmacies and patients regarding prescription questions.
• 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, and protocols, including workflow updates and trainings.
• Maintain cleanliness of personal and patient spaces, restock supplies as needed.
• Communicate scheduling instructions, clarification, updates, and status changes to patients.
• Assist with special projects, reports, and activities; ensure information accuracy and completeness.
• Serve as NYU Langone Health Faculty Group Practice Brand Ambassador, upholding mission, vision, and values.
• Drive consistency in patient and colleague encounters using the CARES service strategy.
• Greet patients warmly, state name and role, and clearly communicate each step of care/interaction.
• Work collaboratively with colleagues and site management to ensure positive experiences and timely resolution of inquiries.
• Proactively anticipate patient needs and participate in service recovery using the LEARN model; escalate as appropriate.
• Share ideas for improving patient experience and access with leadership.
• Partner with Patient Access Center and Central Billing Office to promote positive patient experience.
• Ensure practice staff are versed in Access Agreement gold‑standard principles.
• Perform other related duties as needed by providers and supervisor.

Minimum Qualifications

• High School Diploma.
• Excellent organizational, interpersonal, verbal, and written communication skills.
• Strong customer service orientation.
• Basic knowledge of word processing, spreadsheet, database, and Internet applications.
• Light, accurate keyboarding skills.
• Ability to complete multiple tasks efficiently and thrive in a teamwork environment focused on positive patient care experience.

Preferred Qualifications

• Intermediate knowledge of computer‑based scheduling and appointment programs.
• Effective communication with all levels of the organization.

Benefits

NYU Langone Hospital—Long Island offers a comprehensive benefits and wellness package that includes financial security benefits, a generous time‑off program, employee resource groups for peer support, and a holistic wellness program focusing on physical, mental, nutritional, sleep, social, financial, and preventive care.

Pay

Salary range: $56,876.40 – $56,876.40 annually (actual salaries depend on experience, specialty, education, and hospital need; does not include bonuses, differential pay, or other compensation).