Senior Medical Secretary

We have an exciting opportunity to join our team as a Senior Medical Secretary (FGP) - Manhattan, Pediatrics-Cardiology.

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. 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’s arrival time, fasting instructions and other expectations.
• Scan all necessary documents related to the surgical appointment
• Review chart to make sure all required elements are in EPIC (Labs, medical clearance, EKG etc.)
• Demonstrates knowledge of the organization’s patient experience expectations and Service Standards and incorporates them in to the performance of duties.
• Supports patient access activities ( 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

• 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.
• 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.
• Organizes and distributes mail and faxes.
• Has a general knowledge of the practice/physician specialty including conditions and treatments and scheduling scripts.
• Manages the physician’s calendars including creating and sending calendar invites.
• 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.
• 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.
• 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
• Prepares routine memoranda letters, labels, routine manuscripts, correspondence and other documents as needed. Reviews work for accuracy and completeness.
• Receives prescription refill requests, locates requested prescription in EMR, and tasks RN, LPN, or Provider to evaluate, set up and/or process for renewal