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POSITION SUMMARY: We have an exciting opportunity to join our team as a Faculty Group Practice Senior Medical Secretary. In this role, the successful candidate Responsible for providing basic support services for Medical Office intake operations. Assist with post-visit inter-departmental scheduling for patient visits, treatments, and procedures in collaboration with other areas within the Medical Center. Obtains pre-authorizations/certifications for treatments and diagnostic procedures as appropriate. May provide assistance to less senior staff and cover the front-desk as needed.
JOB RESPONSIBILITIES:
- Provides reception assistance (i.e. greet patients, answer calls, requests for assistance are directed to proper individual, etc.) Screens telephone callers in pleasant and a professional manner; handles call; take messages or directs caller to appropriate person or area.
- Refers patients who have a question regarding insurance coverage or are in need of counsel on financial matters based on established criteria (e.g., denial of electronic insurance eligibility, ABN questions/concerns, questions regarding insurance or pay-or restrictions, making payment, multi plan determinations, any and all issues/questions/concerns relating to financial matters) to the Business Office Associate.
- Maintains cooperative and professional relationships with physicians, nurses and office and clinical staff.
- Types routine material such as forms and letters, envelopes, etc. Types materials neatly, accurately and according to instructions. Writes materials clearly and legibly.
- 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.
- Maintains and receives files for area. Maintains files in organized and up-to-date manner in order to facilitate their retrieval. Completes filing in accordance with departmental procedures. Sorts and distributes documents and forms for area section. Distributes materials according to content of communications and departmental procedures. Logs in materials with respect to time and data when applicable. Processes incoming and outgoing documents. Completes forms neatly. Secures appropriate signatures and forwards documents/forms to correct destination based on pertinent Medical Center procedures. Maintains copy for files. Faxes documents in accordance with departmental procedures.
- Maintains supplies and cleanliness of space, restocks supplies as needed. Notifies supervisor of any shortage of supplies.
- Prepares simple, routine memoranda letters, labels, routine manuscripts, correspondence and other documents as needed. Reviews work for accuracy and completeness. May maintain routine calendar, assist in basic preparing for conferences and the related duties.
- Maintains workload statistics and other data for departmental records. Records statistics in established time intervals designated by supervisor. Follows instructions given by supervisor and prepares information neatly.
- Primarily responsible for taking patient phone calls and scheduling over the phone. Greets and screens telephone calls in a pleasant and professional manner. Schedules appointments for visits, procedures and follow-ups. Collects patient demographic related data, electronically verifies insurance eligibility, coordinates pre-authorizations as appropriate, takes medical history, and assigns appointment to Physician based on procedure and insurance coverage.
- Schedules routine appointments and follow ups for visits and procedures that do not require/or have already been pre-authorized. Prepares the daily schedule.
- Responsible for patient check-in and check-out. Gathers all patient demographic related data and materials from patients and/or their representatives. Obtains insurance information (ID card, member/group #s, etc.), verifies insurance eligibility electronically, takes their picture and asks them to use Patient Secure. On subsequent visits, asks them to verify demographic info and makes any necessary edits. Collect and ask patients to sign patient related documents including HIPAA, MSPQ, ABN, etc. Follow up with patients and/or their representatives, physician offices, etc to gather missing data and materials in order to complete the intake process, or refers to more senior level staff.
- Scan all necessary documents (insurance cards, lab requisitions, etc) into the intake system.
- Monitors intake work queue for timely intake completion.
- Post patient-appointment, coordinates inter-departmental scheduling for specialist visits, scans and procedures in accordance with insurance coverage, in compliance with physician directives. Collaborates with other areas of the Medical Center as well as Insurance providers to obtain pre-authorizations/certifications for treatments and diagnostic procedures, and ensures patient is eligible at the time of their appointment.
- Responsible for Pre-Authorizations and Certifications of surgical procedures. Ensures that appropriate procedure and diagnosis coding is utilized in the pre-certification and verification process and questions physicians, if appropriate, to ensure accuracy and completeness of information.
- Responsible for scheduling appointments for surgery and infusion procedures
- May delegate and oversee the work to less senior staff. Reviews work of less senior staff
- 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's attention. Submits data to supervisor neat and well-written.
- Maintains physician patient schedule, patient procedure schedules, appointment calendar and Operating Room Schedule
- Performs other related duties as needed by providers and supervisors.
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. Background in computer literacy preferred. Light, accurate keyboarding skills required. Excellent organizational, interpersonal and communications skills required.
PREFERRED QUALIFICATIONS: Preferred Qualifications:Knowledge of computer-based scheduling and appointment programs. Excellent telephone skills.
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 for more information. To view the Pay Transparency Notice, please click here.
Required Skills Required Experience