Secretary I-Intake/Scheduler, FGP - Ortho - Patchogue

NYU Langone Health; East Patchogue (NY); On-site; USD 51,188 - 62,563; Full time

Job summary

NYU Langone Hospital—Long Island is seeking a Secretary I‑Intake/Scheduler for the Patchogue site. You will manage calendars, schedule appointments, collect information, and communicate effectively with patients.

The role emphasizes HIPAA compliance, accurate record handling, and coordination with physicians and staff to ensure smooth patient access and care. The position requires excellent organizational and communication skills, with duties extending to training staff, handling referrals, and

Qualifications

• High School Diploma required.
• Excellent organizational, interpersonal and verbal/written communication skills.
• Strong customer service orientation.

Responsibilities

• Schedule appointments for visits, treatments, and procedures, review appointment confirmations and manage waitlists.
• Communicate with patients about upcoming scheduled visits, including instructions, preparation, and required forms.
• Obtain authorizations for services as needed; answer calls, take messages, and route inquiries to appropriate contacts in a clear and timely manner.
• Handle faxes, mail, and prepare standard letters and forms.
• Support physician and practice (including patient access activities such as greeting patients and collecting information).
• Maintain professional relationships with physicians, nurses, and office staff while prioritizing assignments to meet workload demands.
• Use appropriate communication skills—vocabulary, grammar, and tone—in person, over the phone, in writing, and electronically.
• Participate in training staff on registration and office policies and responsibilities.
• Assist, guide, or train less senior staff and review all assigned inbox messages and patient emails before routing to the appropriate provider.
• Provide patients with non‑clinical instructions for appointments or procedures and promote the use of MyChart.
• Follow scanning guidelines, import outside documents, and organize and distribute mail and faxes.
• Maintain knowledge of the practice/physician specialty, including common conditions, treatments, and scheduling scripts.
• Manage the physician’s calendar, create and send calendar invites, and release medical records in accordance with HIPAA and FGP ROI procedures.
• Document disclosures in Epic and fulfill requests within a 10‑day timeframe; process incoming and outgoing documents via paper and electronic records.
• Scan, upload, and forward appropriate information within EPIC, secure necessary signatures, and ensure documents reach the correct destination.
• Follow up with physicians on any outstanding messages related to patient care and answer patient questions to ensure understanding and satisfaction.
• Maintain confidentiality of privileged matters and refer medical or surgical scheduling issues to appropriate senior staff.
• Prepare routine memoranda, letters, labels, manuscripts, and other correspondence as needed.
• Verify prescription refill requests, locate prescriptions in EMR, and task RN, LPN, or Provider to evaluate and process renewals.
• Communicate with pharmacies and patients to clarify prescription questions and refer related concerns to RN/LPN/Provider.
• Initiate and follow up on pre‑authorizations, appeals, and arrange peer‑to‑peer communication when required, managing the patient, referral, and authorization work queues.
• Obtain and document referrals received in EPIC; collaborate with other NYU Langone sites to ensure continuity of care.
• Keep up to date on best practices, policies, protocols, workflow updates, FOCUS trainings, and job‑related tasks.
• Maintain cleanliness of personal and patient space, including waiting areas and restocking supplies.
• Assist with completion of special projects, reports, and activities; bring any problems or questions to supervisor attention.

Education

High School Diploma

Job description

NYU Langone Hospital—Long Island is a 591-bed university‑affiliated medical center offering sophisticated diagnostic and therapeutic care across virtually every specialty and subspecialty of medicine and surgery. It is a major regional healthcare resource devoted to medical education, research, and a full complement of inpatient and outpatient services.

Position Summary

Secretary I‑Intake/Scheduler, FGP – Ortho – Patchogue

Job Responsibilities

• Schedule appointments for visits, treatments, and procedures, review appointment confirmations and manage waitlists.
• Communicate with patients about upcoming scheduled visits, including instructions, preparation, and required forms.
• Obtain authorizations for services as needed; answer calls, take messages, and route inquiries to appropriate contacts in a clear and timely manner.
• Handle faxes, mail, and prepare standard letters and forms.
• Support physician and practice (including patient access activities such as greeting patients and collecting information).
• Maintain professional relationships with physicians, nurses, and office staff while prioritizing assignments to meet workload demands.
• Use appropriate communication skills—vocabulary, grammar, and tone—in person, over the phone, in writing, and electronically.
• Participate in training staff on registration and office policies and responsibilities.
• Assist, guide, or train less senior staff and review all assigned inbox messages and patient emails before routing to the appropriate provider.
• Provide patients with non‑clinical instructions for appointments or procedures and promote the use of MyChart.
• Follow scanning guidelines, import outside documents, and organize and distribute mail and faxes.
• Maintain knowledge of the practice/physician specialty, including common conditions, treatments, and scheduling scripts.
• Manage the physician’s calendar, create and send calendar invites, and release medical records in accordance with HIPAA and FGP ROI procedures.
• Document disclosures in Epic and fulfill requests within a 10‑day timeframe; process incoming and outgoing documents via paper and electronic records.
• Scan, upload, and forward appropriate information within EPIC, secure necessary signatures, and ensure documents reach the correct destination.
• Follow up with physicians on any outstanding messages related to patient care and answer patient questions to ensure understanding and satisfaction.
• Maintain confidentiality of privileged matters and refer medical or surgical scheduling issues to appropriate senior staff.
• Prepare routine memoranda, letters, labels, manuscripts, and other correspondence as needed.
• Verify prescription refill requests, locate prescriptions in EMR, and task RN, LPN, or Provider to evaluate and process renewals.
• Communicate with pharmacies and patients to clarify prescription questions and refer related concerns to RN/LPN/Provider.
• Initiate and follow up on pre‑authorizations, appeals, and arrange peer‑to‑peer communication when required, managing the patient, referral, and authorization work queues.
• Obtain and document referrals received in EPIC; collaborate with other NYU Langone sites to ensure continuity of care.
• Keep up to date on best practices, policies, protocols, workflow updates, FOCUS trainings, and job‑related tasks.
• Maintain cleanliness of personal and patient space, including waiting areas and restocking supplies.
• Assist with completion of special projects, reports, and activities; bring any problems or questions to supervisor attention.

Patient Experience and Access

• Serve as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH mission, vision, and values, promoting excellence in the patient experience during every encounter.
• Greets patients warmly and professionally, clearly communicating each step of care/interaction.
• Work collaboratively with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions and inquiries.
• Proactively anticipate patient needs and participate in service recovery using the LEARN model (Listen, Empathize, Apologize, Resolve, Notify), escalating to leadership as appropriate.
• Share ideas or areas of opportunity to improve patient experience and access with appropriate leadership.
• Partner with Patient Access Center and Central Billing Office team members to support collaboration and promote a positive patient experience.
• Ensure that 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 required. Excellent organizational, interpersonal and verbal/written communication skills and 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 work effectively in a team environment.

Preferred Qualifications

Intermediate knowledge of computer‑based scheduling and appointment programs strongly preferred. Qualified candidates must be able to effectively communicate with all levels of the organization.

Equal Opportunity Statement

NYU Langone Hospital—Long Island is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

Salary and Benefits

The salary range for this role is $56,876.40 – $56,876.40 annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range does not include bonuses, incentive pay, differential pay, or other forms of compensation or benefits.

In addition to a competitive pay package, employees receive a comprehensive benefits and wellness program covering financial security benefits, a generous time‑off program, employee resource groups, and a holistic wellness program focused on physical, mental, nutritional, sleep, social, financial, and preventive care.

Pay Transparency Notice

To view the Pay Transparency Notice, please click here.