Stony Brook University
Clerical Specialist II - Medical Records
Stony Brook University, Commack, New York, United States, 11725
Job Description - Clerical Specialist II - Medical Records (2500214)
Clerical Specialist II - Medical Records
Required Qualifications
Associate's Degree (foreign equivalent or higher).
Six (6) years of full‑time experience in a medical or administrative office setting (in lieu of an Associate's Degree).
Four (4) years of full‑time experience in a medical or administrative office setting.
Experience with computer database systems and an electronic medical record system.
Knowledge of medical terminology and HIPAA privacy laws.
Preferred Qualifications
Bachelor’s degree (foreign equivalent or higher).
Two (2) additional years of experience with medical records and database systems.
Experience performing quality assurance checks.
Experience compiling data into reports.
Familiarity with WTCHP certification processing.
Proficiency in Microsoft Office – Word, Excel, Access.
Brief Description of Duties The Stony Brook WTC Health Program offers comprehensive, integrative healthcare of 9/11‑related illness forTC responders. Integral to our mission of patient‑centered care is an enduring support community, advocacy for our 9/11 responders and cutting‑edge research efforts. The Clerical Specialist II position is responsible for assisting the supervisor with the implementation and roll‑out of new processes with the team. This will involve, but is not limited to, coordination, training, quality control, associated follow‑up reporting, data collection and dissemination of information. The incumbent will undertake special projects as assigned and follow timelines as prescribed. The incumbent must demonstrate the ability to navigate and communicate across all levels of staff and work independently within strict timelines and parameters. The incumbent must have excellent communication, organizational and interpersonal skills, good judgement and a strong sense of responsibility and work ethic, and on‑the‑job experience in making independent decisions related to workflow processes.
Duties
Oversee daily clerical tasks such as results letter tying, quality control, data entry, database maintenance and provide higher‑level review of data or specific processes to ensure high quality in data management.
Navigate and communicate/document in EMR platforms and multiple systems (Trial DB, Iron Mountain, IDX); pull data for reports and prepare reports for supervisor.
Effectively communicate with third‑party vendors, facilitating record movement and storage.
Monitor daily productivity of clerical tasks (member results letters typing, chart room maintenance, quality control processes, scanning, data entry) and provide feedback to supervisor, offering insights for process improvement.
Assist supervisor in providing ground‑level support to staff, fielding questions and providing directions on procedures.
Coordinate workflow between clinical and clerical staff.
Other duties as assigned.
Special Notes The Research Foundation of SUNY is a private educational corporation. Employment is subject to Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non‑Exempt position, eligible for the overtime provisions of the FLSA.
The incumbent must be willing to work and travel between the Westbury and Commack clinic locations. Occasional evenings and Saturdays will be required.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
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.
If you need a disability‑related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.
In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics can be viewed here.
Visit our WHY WORK HERE page to learn about the total rewards we offer.
SUNY Research Foundation: A Great Place to Work.
Starting Salary Range The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.
Job Information Job Number: 2500214
Official Job Title: Clerical Specialist II
Job Field: Medical
Primary Location: US‑NY‑Commack
Department/Hiring Area: Dept. of Med. – WTCHP
Schedule: Full‑time, Day Shift (8 AM – 4 PM)
Posting Start Date: (not specified)
Posting End Date: Jan 5, 2026, 8:59:00 PM
Appointment Type: Regular
Salary Grade: N7
SBU Area: The Research Foundation for The State University of New York at Stony Brook
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Clerical Specialist II - Medical Records
Required Qualifications
Associate's Degree (foreign equivalent or higher).
Six (6) years of full‑time experience in a medical or administrative office setting (in lieu of an Associate's Degree).
Four (4) years of full‑time experience in a medical or administrative office setting.
Experience with computer database systems and an electronic medical record system.
Knowledge of medical terminology and HIPAA privacy laws.
Preferred Qualifications
Bachelor’s degree (foreign equivalent or higher).
Two (2) additional years of experience with medical records and database systems.
Experience performing quality assurance checks.
Experience compiling data into reports.
Familiarity with WTCHP certification processing.
Proficiency in Microsoft Office – Word, Excel, Access.
Brief Description of Duties The Stony Brook WTC Health Program offers comprehensive, integrative healthcare of 9/11‑related illness forTC responders. Integral to our mission of patient‑centered care is an enduring support community, advocacy for our 9/11 responders and cutting‑edge research efforts. The Clerical Specialist II position is responsible for assisting the supervisor with the implementation and roll‑out of new processes with the team. This will involve, but is not limited to, coordination, training, quality control, associated follow‑up reporting, data collection and dissemination of information. The incumbent will undertake special projects as assigned and follow timelines as prescribed. The incumbent must demonstrate the ability to navigate and communicate across all levels of staff and work independently within strict timelines and parameters. The incumbent must have excellent communication, organizational and interpersonal skills, good judgement and a strong sense of responsibility and work ethic, and on‑the‑job experience in making independent decisions related to workflow processes.
Duties
Oversee daily clerical tasks such as results letter tying, quality control, data entry, database maintenance and provide higher‑level review of data or specific processes to ensure high quality in data management.
Navigate and communicate/document in EMR platforms and multiple systems (Trial DB, Iron Mountain, IDX); pull data for reports and prepare reports for supervisor.
Effectively communicate with third‑party vendors, facilitating record movement and storage.
Monitor daily productivity of clerical tasks (member results letters typing, chart room maintenance, quality control processes, scanning, data entry) and provide feedback to supervisor, offering insights for process improvement.
Assist supervisor in providing ground‑level support to staff, fielding questions and providing directions on procedures.
Coordinate workflow between clinical and clerical staff.
Other duties as assigned.
Special Notes The Research Foundation of SUNY is a private educational corporation. Employment is subject to Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non‑Exempt position, eligible for the overtime provisions of the FLSA.
The incumbent must be willing to work and travel between the Westbury and Commack clinic locations. Occasional evenings and Saturdays will be required.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
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.
If you need a disability‑related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.
In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics can be viewed here.
Visit our WHY WORK HERE page to learn about the total rewards we offer.
SUNY Research Foundation: A Great Place to Work.
Starting Salary Range The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.
Job Information Job Number: 2500214
Official Job Title: Clerical Specialist II
Job Field: Medical
Primary Location: US‑NY‑Commack
Department/Hiring Area: Dept. of Med. – WTCHP
Schedule: Full‑time, Day Shift (8 AM – 4 PM)
Posting Start Date: (not specified)
Posting End Date: Jan 5, 2026, 8:59:00 PM
Appointment Type: Regular
Salary Grade: N7
SBU Area: The Research Foundation for The State University of New York at Stony Brook
#J-18808-Ljbffr