Secretary I - Intake/Scheduler (FGP) *Manhattan - Trinity Place*

NYU Langone Health; New York (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

An established industry player in healthcare is seeking a dedicated Secretary I - Intake/Scheduler to join their dynamic team in Manhattan. This exciting role involves performing essential front-end administrative tasks, including greeting patients, scheduling appointments, and managing records. The ideal candidate will possess excellent organizational and communication skills, ensuring a positive patient experience. If you thrive in a fast-paced environment and are passionate about providing exceptional service, this position offers a fantastic opportunity for growth and development within a supportive team. Join us in making a difference in patient care!

Qualifications

• High School Diploma or equivalent required.
• Excellent organizational and communication skills needed.
• Ability to handle multiple tasks efficiently.

Responsibilities

• Greet patients and handle inquiries professionally.
• Schedule appointments and maintain efficient office operations.
• Ensure patient privacy and manage medical records.

Skills

Organizational Skills

Communication Skills

Interpersonal Skills

Keyboarding Skills

Multitasking Abilities

Education

High School Diploma

Tools

Scheduling Software

Word Processing Applications

Spreadsheets

Database Applications

Job description

Secretary I - Intake/Scheduler (FGP) *Manhattan - Trinity Place*

Join to apply for the Secretary I - Intake/Scheduler (FGP) *Manhattan - Trinity Place* role at NYU Langone Health.

Position Summary: We have an exciting opportunity to join our team as a Faculty Group Practice Secretary I - Intake/Scheduler (35 hours/week). In this role, you will perform front-end administrative tasks to support practice operations, including greeting patients, answering calls, scheduling appointments, and other administrative duties as needed.

Job Responsibilities:

1. Greet patients professionally in person and on the phone.
2. Answer patient questions or direct them to the appropriate contact.
3. Optimize provider schedules and patient access by maintaining efficient scheduling templates.
4. Promote a positive patient experience during all interactions.
5. Update and retrieve patient records to ensure availability of treatment information.
6. Verify insurance information and gather details for scheduling and billing.
7. Maintain office inventory and equipment, anticipating supply needs.
8. Perform other duties as needed.

Administrative Responsibilities:

1. Handle patient intake functions, including registration, updating information, and collecting copayments.
2. Monitor appointment reports for issues and follow-up needs.
3. Gather demographic and insurance information from patients or representatives.
4. Verify insurance eligibility electronically and collect referral documents if applicable.
5. Collect and explain patient policies and obtain signatures where necessary.
6. Enroll patients over age 5 in Patient Secure, including capturing palm scans and photos.
7. Promote and assist with Check Mate kiosks usage.
8. Scan documents into Epic following guidelines, ensuring correct placement and document type.
9. Report issues with kiosk or device malfunctions.
10. Monitor waiting areas and communicate wait times.
11. Perform check-out functions, including providing visit summaries, scheduling follow-ups, and collecting payments.
12. Answer calls professionally, schedule appointments, and verify patient information on subsequent visits.
13. Address patient questions, refer complex issues to senior staff, and ensure patient understanding.
14. Handle medical record releases in accordance with HIPAA and ROI guidelines, documenting disclosures in Epic.
15. Maintain patient privacy and confidentiality.
16. Coordinate pre-authorizations and certifications with relevant staff.
17. Manage front-end work queues and in-basket messages promptly.
18. Stay current with policies, protocols, and practice updates.
19. Maintain cleanliness and restock supplies in patient and staff areas.
20. Uphold the organization’s service standards and provide necessary materials.
21. Foster professional relationships with staff and colleagues.
22. Prioritize tasks effectively amidst changing workloads and deadlines.
23. Communicate clearly and professionally with all organization levels.
24. Perform other duties as assigned by providers and supervisors.

Patient Experience and Access:

1. Represent NYU Langone Health’s brand by upholding mission, vision, and values, and promoting excellent patient experiences.
2. Ensure consistency in patient interactions by embodying core service principles.
3. Greet patients warmly, clearly communicate each step, and collaborate with colleagues for timely resolutions.
4. Proactively anticipate patient needs and participate in service recovery efforts.
5. Share ideas for improving patient experience and access with leadership.
6. Partner with access and billing teams to support collaboration and positive experiences.
7. Ensure practice staff are well-versed in access standards and principles.

Minimum Qualifications:

• High School Diploma or equivalent.
• Excellent organizational, interpersonal, verbal, and written communication skills.
• Basic knowledge of word processing, spreadsheets, database, and internet applications.
• Accurate keyboarding skills.
• Ability to handle multiple tasks efficiently and work well in a team focused on positive patient care.

Preferred Qualifications:

• Intermediate knowledge of scheduling and appointment software.
• Bilingual abilities are a plus.

Qualified candidates must communicate effectively across all levels of the organization.