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

• Refers Surgical and Infusion scheduling to Senior Medical Secretary
• Processes incoming and outgoing documents via paper and electronic records. Scans, uploads and forwards appropriate information within EPIC.
• Responsible for Patient, Referral and Authorization workqueues
• Receives prescription refill requests, locates requested prescription in EMR, and tasks RN, LPN, or Provider to evaluate, set up and/or process for renewal
• 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.
• Has a general knowledge of the practice/physician specialty including conditions and treatments and scheduling scripts.
• Promotes the use and sign-up of MyChart
• Completes forms legibly and accurately. Forwards areas requiring clinical information to LPN, RN or Licensed Provider. Secures appropriate signatures and forwards documents/forms to correct destination.
• Provides patients with non-clinical instructions for any upcoming appointments/procedures.
• Maintains cleanliness of both personal and patient space, including waiting areas and restocks supplies as needed.
• Follows scanning guidelines and best practices for importing outside documents- results, records, forms, etc.
• Follows up with the physician on any outstanding messages related to patient care
• Reviews all assigned in-basket messages and patient emails before routing to the appropriate provider which includes staff messages, appointment notifications, etc.
• Initiates and follows-up on pre-authorizations and appeals and arranges peer-to-peer communication when required
• Manages the physician’s calendars including creating and sending calendar invites.
• Organizes and distributes mail and faxes.
• Collaborates with other NYU Langone sites to ensure seamless continuation of care.
• 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.
• Releases medical records in accordance of HIPPA and FGP ROI procedures. Documents disclosures in Epic and fulfills requests within a 10 day timeframe.
• 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.
• Remains current on latest best practices, policies and protocols (including workflow updates, FOCUS trainings, and job-related tasks)
• Obtains and documents referrals received in EPIC.
• Prepares routine memoranda letters, labels, routine manuscripts, correspondence and other documents as needed. Reviews work for accuracy and completeness.

• 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

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 City Law on Salary Transparency in Job Advertisements. The salary range for the role is $67,132.00 - $67,7132.00 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