Administrative Support Assistant - Non-Invasive Cardiology - Advanced Specialty Care

Stony Brook Medicine; Stony Brook (NY); On-site; USD 46,000 - 56,000; Full time

Job summary

Stony Brook Medicine is seeking an Administrative Support Assistant to provide administrative and executive support across hospital teams. The role interfaces with management levels and emphasizes superb patient care and communication.

Responsibilities include patient intake, insurance verification, scheduling, billing, and general clerical duties across multiple sites, with weekend/holiday coverage and travel to affiliated outpatient/hospital sites as needed.

Qualifications

• Associate degree and 1 year of customer service/administrative experience, or 2 years in lieu of degree.
• Strong customer service, communication, organization and problem solving skills.
• Cerner EMR experience and Microsoft Office proficiency preferred.

Responsibilities

• Patient intake and insurance verification using Cerner; collect docs and authorizations.
• Schedule inpatient/outpatient testing and clinic appointments; advise on pre-cert.
• Billing duties: collect copays, log receipts, and coordinate deposits.
• Greet patients, answer phones, direct calls; maintain Cerner workflow.
• Manage appointment scheduling; Liaise with Navigators/Financial Counselors.
• Maintain records per hospital and regulatory standards; provide site coverage.

Skills

Customer service

Communication

Organizational skills

Problem solving

Education

Associate's degree

Tools

Cerner EMR

Microsoft Office Suite

Job description

Position Summary

At Stony Brook Medicine, an Administrative Support Assistant is a valuable member of our team, who provides administrative and executive support and has the ability to interface with all levels of management throughout the hospital. Qualified candidates will demonstrate superior patient care and possess outstanding communication skills while adhering to our high standard of excellence.

Duties

• Patient Intake/Insurance Verification: Note patient arrival and indicate in Cerner; determine if Hospital registration is required; have the patient complete all necessary paperwork; photocopy all appropriate insurance documentation; obtain authorization for the patient's test(s).
• Scheduling: Schedule inpatient and outpatient hospital testing; schedule follow-up clinic appointments for patients in Cerner; give patients necessary instructions for their hospital ordered test(s); advise patients on the need for authorization/pre-certification; copy all scripts that are given to the patient; follow-up on "no-show" patients. Schedule appointments for clinic patients as needed.
• Billing: Have patients complete all of the appropriate billing forms; photocopy patient's insurance cards/forms; collect copayments, issue a receipt to the patient and log collections; collect deposits from self-pay patients; obtain referrals and/or authorization in advance of the patient's appointment; post all cash receipts in Cerner and prepare co-pays for pick-up; serve as liaison to the Department of Medicine.
• Administrative: Support secretary functions as it relates to obtaining orders from physicians and respond to inquiries as necessary. Greet patients and answer telephones in assigned area and assist callers and direct calls as appropriate. Help call response for the department. Provide in-service training for users. Maintain the day-to-day operation of Cerner performance workflow.
• Call Center: Manage appointment schedules and patient flow. Connect patient to Navigators/Financial Counselors to assist with financial concerns or inability to pay. Ensure accurate and timely information exchange with clinical staff. Act as a liaison between patients and other areas to ensure optimal flow and service delivery. Facilitate collaboration with all hospital and Heart Institute personnel and community hospitals.
• General Clerical Duties: Schedule clinic (new patients and follow-ups) and testing appointments; mail new patient packets; take messages for physicians when necessary. Call patients to confirm their appointment. Ensure timely and complete capture of reports. Faxing, collating and reconciling reports. Maintain all records and patient's files in accordance with hospital and regulatory standards.
• Coverage: Provide coverage for Non-Invasive Cardiology - Hospital and Electrophysiology/HSC offices. Provide coverage for LVAD and Heart Failure as needed.
• All other duties as assigned.

This position will require the selected candidate to provide coverage on the weekends and holidays based on the established rotation and travel to our outpatient and hospital-based sites as needed, including Commack, Islandia, Hosital Non-Invasive Testing, EP Hospital, and HSC Level 16.

Qualifications

Required Qualifications: Associate's degree and at least 1 year of customer service and/or administrative experience or, in lieu of degree, at least 2 years of customer service and/or administrative experience. Basic computer knowledge. Strong customer service, communication, organizational and problem solving skills.

Preferred Qualifications: Cerner EMR experience. Cardiology practice and/or Non-Invasive Cardiology testing experience. Insurance authorization experience. Patient scheduling experience. Microsoft Office Suite proficiency.

Special Notes

Resume/CV should be included with the online application.

Smoke-Free Environment

• Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
• All Hospital positions maybe subject to changes in pass days and shifts as necessary.
• This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
• This function/position maybe designated as "essential". This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.

Prior to Start Date, the Selected Candidate Must Meet the Following Requirements

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4 panel drug screen*
• Meet Regulatory Requirements for pre employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s).

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

• The hiring department will be responsible for any fee incurred for examination.

Diversity Statement

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

Disability Accommodation

If you need a disability-related accommodation, please call the University Office of Equity and Access at [phone].

Crime Statistics

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Additional Links and Information

Visit our WHY WORK HERE page to learn about the total rewards we offer.

Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

Anticipated Pay Range

The salary range (or hiring range) for this position is $45,848 - $56,244 / year.

Supplemental Pay

Some positions offer annual supplemental pay such as:

• Location pay for UUP, CSEA & PEF full-time positions ($4000)

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line.

Job Details

• Official Job Title: TH Instructional Support Assistant
• Job Field: Administrative & Professional (non-Clinical)
• Primary Location: US-NY-Stony Brook
• Department/Hiring Area: Advanced Specialty Care/Non-Invasive Cardiology
• Schedule: Full-time
• Posting Start Date: Sep 4, 2026
• Posting End Date: Dec 3, 2026, 8:59:00 PM
• Salary: $49,848 - $60,244 / Total
• Salary Grade: SL1