Secretary I – Intake/Scheduler (Bilingual Polish/Spanish)

About the role

The Secretary I – Intake/Scheduler supports the daily operations of a busy medical practice in Greenpoint. You will be the first point of contact for patients, handling appointment scheduling, communications, and administrative tasks to ensure a smooth patient experience.

Key responsibilities

• Schedule appointments for visits, treatments, and procedures.
• Review appointment confirmations, manage waitlists, and send preparation instructions to patients.
• Obtain service authorizations when required.
• Answer phone calls, take messages, and route inquiries to the appropriate staff.
• Handle incoming faxes and mail, and prepare standard letters and forms.
• Greet patients, collect information, and direct assistance requests.
• Maintain professional relationships with physicians, nurses, and office staff.
• Prioritize assignments and manage workload under tight deadlines.
• Communicate clearly in person, by phone, and in writing.
• Participate in training and guide less senior staff.

Required profile

• Demonstrated knowledge of patient experience standards and service expectations.
• Strong organizational skills with the ability to prioritize tasks.
• Excellent communication skills, both verbal and written.
• Ability to maintain cooperative relationships with clinical and administrative teams.
• Willingness to assist in staff training and mentorship.

Required skills