Secretary IntakeScheduler Hematology Oncology

Position: Secretary I Intake Scheduler Hematology Oncology

NYU Langone Hospital—Long Island

NYU Langone Hospital—Long Island is a 591‑bed university‑affiliated medical center that offers sophisticated diagnostic and therapeutic care across virtually every specialty and subspecialty of medicine and surgery. The hospital is a major regional resource with a deep commitment to medical education and research, providing a full complement of inpatient and outpatient services. Equity and inclusion are fundamental values, fostering a place where exceptionally talented faculty, staff, and students of all identities can thrive.
Position

Summary

We have an exciting opportunity to join our team as a Secretary I – Intake/Scheduler, Hematology Oncology – Mineola. 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; communicates to patients about upcoming visits, including preparation instructions and required forms.
• Obtains authorizations for services as needed; answers calls, takes messages, addresses questions, or routes messages appropriately; handles faxes and mail.
• Prepares standard letters and forms as needed.
• Supports administrative physician and practice functions.
• Demonstrates knowledge of the organization’s patient experience expectations and Service Standards, incorporating them into performance of duties.
• Supports patient access activities such as greeting patients, collecting information, answering questions, and directing requests to the appropriate individual.
• Answers phones and screens incoming calls, providing information, taking messages, or redirecting calls appropriately.
• Maintains cooperative and professional relationships with physicians, nurses, and office staff.
• Prioritizes assignments to complete work within deadlines, managing changes in workload and competing priorities.
• Uses appropriate vocabulary and grammar when communicating with patients, physicians, nurses, and staff, in person, over the phone, in writing, and electronically.
• Participates in training staff in registration and office policies and responsibilities.
• Assists, guides, and/or trains less senior staff as required.
• Reviews all assigned in‑basket messages and patient emails before routing to the appropriate provider, including staff messages and appointment notifications.
• Provides patients with non‑clinical instructions for upcoming appointments or procedures.
• Promotes use and sign‑up of MyChart.
• Follows scanning guidelines and best practices for importing outside documents such as results and records.
• Reviews the waitlist periodically, ensuring patients are called and offered appointments.
• Reschedules patients when physicians are out or blocks schedules appropriately.
• Organizes and distributes mail and faxes.
• Has a general knowledge of the practice/physician specialty, including conditions, treatments, and scheduling scripts.
• Manages the physician’s 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 LPN, RN, or Licensed Provider.
• Secures appropriate signatures and forwards documents or forms to the correct destination.
• Follows up with the physician on outstanding…