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About the Role

The Secretary - NYU Langone South Shore Neurologic Associates - Patchogue position provides basic front-desk support for clinical intake operations, including pre-authorizations and certifications for non-surgical procedures. This role performs various administrative tasks to support practice operations, such as greeting patients, answering calls, and scheduling appointments.

Responsibilities

• Schedules appointments for visits, treatments, and procedures, reviews appointment confirmation responses, and manages waitlists.
• Communicates with patients on upcoming scheduled visits, including instructions, preparation, and forms.
• Obtains authorizations for services as needed.
• Answers calls, takes messages, and addresses questions or routes messages to the appropriate contact.
• Handles faxes and mail.
• Prepares standard letters and forms.
• Provides administrative physician and practice support.
• Supports patient access activities, including greeting patients, collecting information, and answering questions.
• Answers phones, screens incoming calls, provides information, takes messages, or redirects calls.
• Maintains cooperative and professional relationships with physicians, nurses, and office staff.
• Prioritizes assignments to complete work efficiently amidst changing workloads and deadlines.
• Demonstrates effective communication skills with patients, physicians, nurses, and staff.
• Participates in training staff in registration and office policies and responsibilities.
• May assist, provide guidance, and/or train less senior staff.
• Reviews and routes in-basket messages and patient emails to the appropriate provider.
• Provides patients with non-clinical instructions for upcoming appointments/procedures.
• Promotes the use and sign-up of MyChart.
• Follows scanning guidelines for importing outside documents.
• Reviews the waitlist and ensures patients are offered appointments.
• Reschedules patients when physicians are out or schedules are blocked.
• Organizes and distributes mail and faxes.
• Maintains a general knowledge of the practice/physician specialty, including conditions, treatments, and scheduling scripts.
• Manages physician calendars, including creating and sending calendar invites.
• Releases medical records in accordance with HIPAA 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.
• Completes forms legibly and accurately, forwarding areas requiring clinical information to appropriate personnel.
• Secures appropriate signatures and forwards documents/forms to the correct destination.
• Follows up with physicians on any outstanding messages related to patient care.
• Answers patient questions to ensure understanding and satisfaction, or refers them to more senior staff.
• Maintains confidentiality of privileged matters.
• Refers all questions/queries related to 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 for evaluation.
• Communicates with pharmacies and patients to clarify prescription questions.
• Initiates and follows up on pre-authorizations and appeals, arranging peer-to-peer communication when required.
• Responsible for Patient, Referral, and Authorization work queues.
• 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.
• Maintains cleanliness of personal and patient spaces, including waiting areas, and restocks supplies.
• Communicates with patients regarding scheduling instructions, status updates, and answers related questions.
• Communicates with patients regarding the status of referrals and/or authorization.
• Assists with the completion of special projects, reports, and activities, ensuring accuracy and completeness.

Requirements

• High School or equivalent.
• Excellent organizational, interpersonal, and verbal and written communication skills.
• Strong customer service skills.
• Ability to complete multiple tasks efficiently and thrive in a team work environment.
• Knowledge of Microsoft Office, database, and internet applications.
• Light, accurate keyboarding skills.
• Qualified candidates must be able to effectively communicate with all levels of the organization.

Skills

• Microsoft Office
• Database applications
• Internet applications
• EPIC Ambulatory

Location

• Patchogue

Work Type

• Full-time

Experience Level

• 6 months Physician practice office experience

Education Level

• High School or equivalent

Salary/Compensations

• $54,164.99 - $54,165.00 Annually

Benefits

• Comprehensive benefits and wellness package
• Robust support system for career development, starting a family, and retirement savings
• Financial security benefits
• Generous time-off program
• Employee resource groups for peer support
• Holistic employee wellness program (physical, mental, nutritional, sleep, social, financial, and preventive care)

About the Company

• NYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center offering sophisticated diagnostic and therapeutic care in virtually every specialty and subspecialty of medicine and surgery.
• It is a major regional healthcare resource with a deep commitment to medical education and research, offering a full complement of inpatient and outpatient services.
• At NYU Langone Health, equity and inclusion are fundamental values, striving to be a place where talented faculty, staff, and students of all identities can thrive.
• The organization embraces inclusion and individual skills, ideas, and knowledge.

Equal Opportunity

• 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.
• View Know Your Rights: Workplace discrimination is illegal.