Faculty Group Practice Senior Medical Secretary (35)

NYU Grossman School of Medicine is one of the nation’s top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity, diversity, and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go to med.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter and Instagram.

Position Summary:
We have an exciting opportunity to join our team as a Faculty Group Practice Senior Medical Secretary (35).

In this role, the successful candidate The Senior Medical Secretary performs administrative and surgical coordination tasks to support daily practice operations This role is responsible for scheduling patient visits and procedures in collaboration with other areas within the Medical Center handling patient phone calls and maintaining efficient provider schedules

Job Responsibilities:

Schedules appointments for visits treatments and surgical procedures 
Reviews appointment confirmation responses and manages waitlists 
Communicates to patients on upcoming scheduled visits including instructions preparation and forms 
Obtains authorizations for services as needed 
Answers calls and takes messages nbsp;Addresses questions or routes messages to appropriate contact in a clear and timely manner 
Handles faxes and mail 
Prepares standard letters and forms as needed 
Performs other duties as needed

Administrative Physician and Practice Support
Schedule surgeries in EPIC 
Prepares the daily schedule and manages the OR template Must be able to create and send calendar invites 
Discuss surgical appointment details which may include explaining patient rsquo;s arrival time fasting instructions and other expectations nbsp;
Scan all necessary documents related to the surgical appointment nbsp;
Review chart to make sure all required elements are in EPIC Labs medical clearance EKG etc 
Demonstrates knowledge of the organization rsquo;s patient experience expectations and Service Standards and incorporates them in to the performance of duties 
Supports patient access activities i e greets patients collects information answers questions requests for assistance are directed to proper individual etc Answers phones and screens incoming calls Provides information take messages or redirects calls to the appropriate person 
Maintains cooperative and professional relationships with physicians nurses and office staff 
Exercises skill in prioritizing assignments in order to complete work in a timely manner when there are changes in workload assignments pressures of deadlines competitive requirements and/or a heavy workload 
Demonstrates communication skills: using appropriate vocabulary and grammar when obtaining and conveying information to patients physicians nurses and staff at various levels; in person over the phone in writing and in electronically sent messages 
Participates in training staff in registration and office policies and responsibilities May assist provide guidance and/or train less senior staff nbsp;

Reviews all assigned in basket messages and patient emails before routing to the appropriate provider which includes staff messages appointment notifications etc 
Provides patients with non clinical instructions for any upcoming appointments/procedures 
Promotes the use and sign up of MyChart
Follows scanning guidelines and best practices for importing outside documents results records forms etc nbsp;
Reviews the waitlist periodically and ensures patients are being called and offered appointments 
Responsible for rescheduling patients when physicians are out or blocking their schedules nbsp;
Organizes and distributes mail and faxes 
Has a general knowledge of the practice/physician specialty including conditions and treatments and scheduling scripts nbsp;
Manages the physician rsquo;s calendars including creating and sending calendar invites nbsp;
Releases medical records in accordance of HIPPA and FGP ROI procedures Documents disclosures in Epic and fulfills requests within a 10 day timeframe 
Processes incoming and outgoing documents via paper and electronic records Scans uploads and forwards appropriate information within EPIC nbsp;
Completes forms legibly and accurately Forwards areas requiring clinical information to LPN RN or Licensed Provider nbsp;Secures appropriate signatures and forwards documents/forms to correct destination nbsp;
Follows up with the physician on any outstanding messages related to patient care
Answers patient questions to ensure understanding and patient satisfaction or refers them to more senior level staff Maintains confidentiality on matters to which they are privileged Refers all questions/queries related to medical diagnosis or treatment to RN/provider 
Refers Surgical and Infusion scheduling to Senior Medical Secretary nbsp;
Prepares routine memoranda letters labels routine manuscripts correspondence and other documents as needed Reviews work for accuracy and completeness nbsp;
Receives prescription refill requests locates requested prescription in EMR and tasks RN LPN or Provider to evaluate set up and/or process for renewal
Communicates with pharmacies and patients to clarify prescription questions and/or concerns related to patient demographic insurance and status information Refers questions related to prescription information to RN/LPN/Provider 
Initiates and follows up on pre authorizations and appeals and arranges peer to peer communication when required
Responsible for Patient Referral and Authorization work queues nbsp;
Obtains and documents referrals received in EPIC 
Collaborates with other NYU Langone sites to ensure seamless continuation of care 
Remains current on latest best practices policies and protocols including workflow updates FOCUS trainings and job related tasks 
Maintains cleanliness of both personal and patient space including waiting areas and restocks supplies as needed nbsp;

Communicates with patients providing all scheduling instructions clarification updates on status or changes and answering related questions for any upcoming appointments/procedures Communicate with patients regarding status of referrals and/or authorization
Assists with the completion of special projects reports and activities Ensures requested and related information is accurate and complete Brings any problems or questions to supervisor attention 
Performs other related duties as needed by providers and supervisor

Patient Experience and Access

• Serves as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH Mission vision and values and promoting excellence in the patient experience during every encounter

Drives consistency in every patient and colleague encounter by embodying the core principles of our FGP Service Strategy CARES Connect Align Respond Ensure and Sign Off 
Greets patients warmly and professionally stating name and role and clearly communicates each step of the care/interaction as appropriate
Works collaboratively with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions and inquiries whether in person by phone or via electronic messaging nbsp;
Proactively anticipates patient needs and participates in service recovery by applying the LEARN model Listen Empathize Apologize Resolve Notify and escalates to leadership as appropriate 
Shares ideas or any observed areas of opportunity to improve patient experience and patient access with appropriate leadership i e ways to optimize provider schedules how to minimize delays increase employee engagement etc 
Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote a positive patient experience 
Takes a proactive approach in ensuring that practice staff are fully versed in the Access Agreement gold standard principles

Minimum Qualifications:
To qualify you must have a High School diploma Three years of relevant medical clerical experience Must include prior physician practice experience and knowledge of medical terminology Light accurate keyboarding skills required Excellent organizational interpersonal and communications skills required

Preferred Qualifications:
Background in computer literacy preferred

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you’ll feel good about devoting your time and your talents.

NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
If you wish to view NYU Grossman School of Medicine’s EEO policies, please click here. Please click here to view the Federal “EEO is the law” poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $71,159.92 – $71,159.92 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here