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

Stony Brook; Stony Brook, Northern (NY, KY); Hybrid; USD 46,000 - 56,000; Full time

Job summary

Stony Brook University invites applications for an Administrative Support Assistant in Advanced Specialty Care, Non‑Invasive Cardiology. This role provides administrative and executive support and interfaces with management across the hospital to uphold our high standard of excellence.

Duties include patient intake and insurance verification, scheduling of tests and appointments, billing support, general clerical tasks, and coordinating with Navigators and clinicians.

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.
• Preferred Cerner EMR experience; Cardiology practice and/or Non‑Invasive Cardiology testing experience; Insurance authorization experience; Patient scheduling experience; Microsoft Office Suite proficiency.

Responsibilities

• 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.

Skills

Customer service

Administrative support

Communication

Organizational skills

Problem solving

Education

Associate's degree

Tools

Cerner EMR

Microsoft Office

Job description

Job Description – Administrative Support Assistant – Non‑Invasive Cardiology – Advanced Specialty Care (2602924)

Administrative Support Assistant – Non‑Invasive Cardiology – Advanced Specialty Care

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.

Posting Overview

This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

• 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 may be 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 may be 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.

Pre‑Start Date 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 4panel 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.

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.

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

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

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

The above salary range represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate’s validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.

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 Number

2602924

Official Job Title

TH Instructional Support Assistant

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : Advanced Specialty Care/Non‑Invasive Cardiology

Schedule

Full‑time

Shift

Day Shift

Shift Hours

8:00 AM - 4:30 PM

Pass Days

Sat, Sun

Posting Start Date

Sep 4, 2026

Salary Grade

SL1