Senior Medical Secretary - Medical Associates - Patchogue

Job ID: 1163162_RR00120756

Position Summary

We have an exciting opportunity to join our team as a Senior Medical Secretary – Medical Associates – Patchogue. The Senior Medical Secretary performs administrative and surgical coordination tasks to support daily practice operations, including scheduling patient visits and procedures, handling patient phone calls, and maintaining efficient provider schedules.

Job Responsibilities

• Schedule appointments for visits, treatments, and surgical procedures; review appointment confirmations 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 promptly.
• Handle faxes and mail; prepare standard letters and forms.
• Schedule surgeries in EPIC, prepare the daily OR schedule, create and send calendar invites, and discuss surgical appointment details with patients.
• Scan and upload documents related to surgical appointments; review charts for required elements (labs, medical clearance, EKG, etc.).
• Support patient access activities: greet patients, collect information, answer questions, and direct assistance requests.
• Maintain professional relationships with physicians, nurses, and staff; prioritize assignments under workload pressures.
• Demonstrate effective communication (vocabulary, grammar) in person, by phone, in writing, and via electronic messages.
• Participate in training staff on registration and office policies; assist and guide less‑senior staff.
• Review in‑basket messages and patient emails, route to appropriate providers, and provide non‑clinical instructions.
• Promote MyChart sign‑up.
• Follow scanning guidelines for importing outside documents.
• Review the waitlist periodically, call patients, offer appointments, and reschedule as needed.
• Organize and distribute mail and faxes.
• Manage physician calendars and send calendar invites.
• Release medical records per HIPAA and FGP ROI procedures; document disclosures in Epic within 10 days.
• Process incoming and outgoing documents, scan, upload, and forward information within EPIC.
• Complete forms legibly and accurately; forward clinical information to LPN, RN, or provider.
• Secure appropriate signatures and forward documents to correct destinations.
• Follow up with physicians on outstanding messages related to patient care.
• Answer patient questions, refer medical queries to RN/provider, and refer surgical/infusion scheduling to Senior Medical Secretary.
• Prepare routine memoranda, letters, labels, manuscripts, and correspondence; review for accuracy.
• Receive prescription refill requests, locate prescriptions in EMR, task RN/LPN/provider for evaluation and renewal; communicate with pharmacies and patients.
• Initiate and follow up on pre‑authorizations and appeals; arrange peer‑to‑peer communication.
• Manage patient, referral, and authorization workqueues; obtain and document referrals in EPIC.
• Collaborate with other NYU Langone sites for seamless continuation of care.
• Stay current on best practices, policies, and protocols; maintain cleanliness of personal and patient spaces and restock supplies.
• Communicate scheduling instructions, updates, and status to patients; provide referral and authorization status.
• Assist with special projects, reports, and activities; ensure information accuracy.
• Serve as NYU Langone Health Faculty Group Practice Brand Ambassador, upholding mission, vision, values, and CARES service strategy.
• Greet patients warmly, state name and role, and clearly communicate care steps.
• Work collaboratively with colleagues and site management to ensure positive experiences and timely resolution.
• Anticipate patient needs, apply the LEARN model for service recovery, and escalate as appropriate.
• Share ideas for improving patient experience and access.
• Partner with Patient Access Center and Central Billing Office to support collaboration.
• Ensure practice staff are versed in Access Agreement gold‑standard principles.

Minimum Qualifications

• High School diploma.
• Three years of relevant medical clerical experience.
• Prior physician practice experience and knowledge of medical terminology.
• Light, accurate keyboarding skills.
• Excellent organizational, interpersonal, and communication skills.

Preferred Qualifications

• Background in computer literacy preferred.
• Ability to effectively communicate with all levels of the organization.

Benefits

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

Pay

Salary range: $61,692.75 – $63,000.00 annually (actual salary depends on experience, specialty, education, and hospital need; does not include bonuses, differential pay, or other compensation).