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

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

Job summary

NYU Langone Health System is seeking a Secretary I-Intake/Scheduler to join their team in East Patchogue. This role focuses on performing front-end administrative tasks, including greeting patients, scheduling appointments, and managing communications. The ideal candidate will exhibit strong organizational and communication skills, ensuring a positive patient experience.

The position requires a High School Diploma and a strong customer service orientation. Salary for this role is competitive based on experience, starting at approximately $56,876.40 annually.

Qualifications

• Excellent organizational and communication skills.
• Strong customer service skills with a team attitude.
• Proficient in using word processing and office applications.

Responsibilities

• Schedule appointments and manage physician calendars.
• Handle patient inquiries and ensure a positive experience.
• Process medical records and obtain authorizations.

Skills

Excellent organizational skills

Verbal communication

Written communication

Customer service orientation

Keyboarding skills

Education

High School Diploma

Tools

Word processing

Spreadsheets

Database applications

Job description

NYU Langone Hospital-Long Island is a 591-bed university-affiliated medical center that provides diagnostic and therapeutic care in a wide range of specialties. The institution is committed to medical education, research, and inclusive patient and employee care.

Position Summary

We have an exciting opportunity to join our team as a Secretary I-Intake/Scheduler, FGP – Ortho – 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

• Schedules appointments for visits, treatments, and procedures. Reviews appointment confirmation responses, manages waitlists, and communicates instructions, preparation, and forms to patients.
• Obtains authorizations for services. Answers calls and takes messages, routing them to the appropriate contact in a clear and timely manner. Handles faxes and mail.
• Prepares standard letters and forms as needed.
• Supports physician and practice operations, demonstrating knowledge of patient experience expectations and service standards.
• Greets patients, collects information, and directs queries to the proper individual.
• Answers phones, screens incoming calls, and redirects them to the appropriate person.
• Maintains professional relationships with physicians, nurses, and office staff.
• Prioritizes assignments to complete work timely amid changing workloads and deadlines.
• Employs strong verbal, written, and electronic communication skills when interacting with patients and staff.
• Participates in training new staff on registration and office policies.
• Assists and trains less senior staff as needed.
• Reviews in‑basket messages and patient emails before routing.
• Provides patients with non‑clinical instructions for upcoming appointments and procedures.
• Promotes MyChart sign‑up and use.
• Follows scanning guidelines to import documents into Epic.
• Reviews the waitlist regularly to ensure patients are called and offered appointments.
• Reschedules patients when physicians are unavailable or their schedules are blocked.
• Organizes and distributes mail and faxes.
• Maintains knowledge of practice/physician specialty conditions, treatments, and scheduling scripts.
• Manages physician calendars, including creating and sending calendar invites.
• Releases medical records according to HIPAA and FGP ROI procedures.
• Documents disclosures in Epic and meets a 10‑day timeframe for requests.
• Processes incoming and outgoing documents via paper and electronic records.
• Scans, uploads, and forwards appropriate information within Epic.
• Completes forms legibly and accurately, forwarding areas requiring clinical information to LPN, RN, or Licensed Provider.
• Secures signatures and forwards documents to the correct destination.
• Follows up with physicians on outstanding patient‑care messages.
• Answers patient questions to ensure understanding and satisfaction.
• Maintains confidentiality on privileged matters; refers questions about 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.
• Reviews work for accuracy and completeness.
• Receives prescription refill requests, locates prescriptions in EMR, and tasks RN, LPN, or Provider to evaluate or set up renewal.
• Communicates with pharmacies and patients regarding prescription questions and concerns, referring prescription information questions to RN/LPN/Provider.
• Initiates and follows up on pre‑authorizations and appeals, arranging peer‑to‑peer communication when required. Manages patient, referral, and authorization work queues.
• Obtains and documents referrals received in Epic.
• Collaborates with other NYU Langone sites to ensure seamless care continuity.
• Stays current on best practices, policies, and protocols, including workflow updates and FOCUS trainings.
• Maintains cleanliness of both personal and patient spaces, including waiting areas and supplies.
• Communicates scheduling instructions, updates, and status information to patients, addressing any related questions.
• Assists with special projects, reports, and activities, ensuring accuracy and completeness. Escalates issues to supervision as needed.

Patient Experience and Access

• Serves as NYU Langone Health Faculty Group Practice Brand Ambassador, upholding the Mission, vision, and values and promoting excellence in the patient experience.
• Greets patients warmly, states name and role, and clearly communicates each step of the interaction.
• Collaborates with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions.
• Anticipates patient needs, participates in service recovery using the LEARN model, and escalates to leadership as appropriate.
• Shares ideas or observations to improve patient experience and access, such as optimizing provider schedules or reducing delays.
• Partners with the Patient Access Center and Central Billing Office to support collaboration and promote positive experience.
• Ensures practice staff are fully versed in Access Agreement gold standard principles.
• Performs other 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, spreadsheets, database, and Internet applications. Light, accurate keyboarding skills. Ability to complete multiple tasks efficiently and thrive in a team environment.

Preferred Qualifications

Intermediate knowledge of computer‑based scheduling and appointment programs.

Equal Opportunity Employment

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.

Salary Range

The salary range for this role is $56,876.40 annually. Actual salaries depend on experience, education, and hospital need.