Compliance Specialist

Who We Are

We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:

Named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine.

Serving a highly diverse student body (click here for more information).

Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.

Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

Click here for more about Student Affairs.

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Customer service and/or data entry experience. Experience with medical terminology related to vaccination and laboratory testing for immunity. Experience working with a diverse campus population.

Preferred Qualifications:

Project management experience. Experience using Microsoft Excel and/or Google Sheets. Experience generating reports. Experience with NYSSIS and NYCIR registries, Medicat, and/or PeopleSoft. Experience with medical billing procedures. Experience with New York State Department of Health Public Health Law 2165 and 2167. Proficiency in spoken and/or written languages other than English. Experience with Structured Query Language (SQL), Microsoft Access, and/or other relational database management.

Brief Description of Duties:

The Compliance Specialist (CS), supports the Compliance Manager (CM) and Student Health Services primarily in the areas of student immunization requirements, staff credentialing, and medical billing procedures. The incumbent will assist in the maintenance of compliance programs and policies that are aligned with applicable laws, regulations, and industry standards. Will be involved in assisting in the implementation of changes to enhance efficiency, accuracy, and compliance. This position will prepare reports, maintain records, submit required documentation, and conduct audits under the direction of the Compliance Manager.

The incumbent will utilize our electronic health record system, and other software to support compliance. The Compliance Specialist will generate complete, accurate reports regarding student compliance with immunization requirements, billing and related issues, and staff credentialing as well as maintaining databases and electronic files related to the same. Will be required to work with complex data sets to assist in analysis and reporting of various problems. The incumbent will be responsible for adhering to departmental and university procedures and best practices, as well as federal and state laws, confidentiality regulations, and accreditation standards. According to HIPAA standards and other regulatory and credentialing requirements, the incumbent will maintain the confidentiality of medical health records. Collaborate with applicable offices (i.e. Division of Information Technology, Admissions, Academic Advising units, Registrar, Office of Student Conduct and Community Standards) in the implementation of the immunization compliance program, including creating on a regular basis, lists of students who are not in compliance as requested by the Compliance Manager. Will also collaborate with applicable university offices (FSA, Bursar) and external agencies (Insurance broker, insurance companies) for the purposes of administering billing procedures.

The incumbent plays a crucial role as a team member within Student Health, Wellness & Prevention Services. In this capacity, they collaborate with other team members to collectively contribute to the overall functioning and effectiveness of the services provided. This involves actively participating in team meetings, sharing insights, and engaging in collaborative decision-making processes. The incumbent's role extends to fostering a cooperative and supportive atmosphere, ensuring seamless teamwork, and collectively working towards the common goals and objectives of Student Health, Wellness & Prevention Services.

Manage student immunization records for all students:

The Compliance Specialist, under the direction of the Compliance Manager will serve as a primary communicator and contact for student immunization compliance inquiries from faculty, staff, students, and families. The incumbent will be responsible for following procedures and best practices for the department and university and will work in compliance with federal and state laws, confidentiality regulations, and accreditation standards. The incumbent will maintain the confidentiality of medical health records according to HIPAA standards and other regulatory and credentialing requirements. These records include proof of required vaccinations such as measles, mumps, rubella, meningitis, and as necessary COVID-19 per New York State, Department of Health Public Health Law 2165 and 2167. Manage additional records for students in health-related programs who must meet additional requirements, including annual TB testing, annual self-attestation of health, hepatitis B immunity, and varicella immunity. Will implement the immunization compliance communications strategy to ensure students submit their records in a timely manner. Ensure accuracy of the information and follow-up with any students whose records are incomplete. Enter dates and compliance status into Medicat and PeopleSoft systems. Utilize electronic health record systems for data entry as well as review of records. Complete notifications to non-compliant students and other stakeholders via email and phone. Remove, extend, or replace registration held in PeopleSoft in accordance with immunization compliance status. Reconcile immunization reports to ensure accuracy of information. Provide training for team members on the use of vaccine registries and databases and help manage workflow to ensure timely review of immunization records.

Medical Billing:

Will have responsibility for ensuring accurate medical billing practices in compliance with relevant laws, regulations, and coding guidelines, including HIPAA regulations and insurance industry standards. This includes maintaining the confidentiality of patient information and adhering to coding and billing guidelines. Prepare and send invoices or claims for payment, correct rejected claims, track charges & payments, and follow up with patients and insurance companies about outstanding bills. This involves reconciling payments with billed charges and resolving any discrepancies. Seeks opportunities to reduce redundancies and errors in billing practices. Will ensure billing and claim submission is seamless. This includes verifying patient insurance coverage and identifying copays. Will be verifying patients' insurance coverage, eligibility, and benefits to ensure that proper systems are used. Review medical records and other documentation to ensure that all necessary information, including diagnosis and procedure codes, is accurately captured for billing purposes. Maintain accurate and organized records, including billing logs, claim files, and other documentation for auditing, reporting, and record-keeping purposes.

Medical Credentialing and Accreditation:

Assisting the Compliance Manager in ensuring that healthcare providers meet the necessary requirements and standards for practicing medicine or providing healthcare services. Will assist in the process of verifying and validating the credentials and qualifications of healthcare providers, including physicians, nurses, and other allied health professionals. This includes verifying education, licensure, board certifications, work history, and malpractice history, among other credentials, to ensure that providers meet the requirements of their respective organizations and regulatory bodies. Assists in the process of enrolling providers with insurance companies, Medicare, Medicaid, and other payers to ensure that they are eligible. This involves completing and submitting provider enrollment applications, tracking the status of applications, and resolving any enrollment-related issues or delays. This includes maintaining up-to-date knowledge of regulatory requirements such as the National Committee for Quality Assurance (NCQA), Accreditation Association for Ambulatory Health Care ( AAAHC) and other accreditation standards, and ensuring that providers meet these requirements. Assists in providing education and training to providers and staff on credentialing and accreditation requirements, processes, and best practices. This may include orientation sessions for new providers, ongoing training for existing providers, and providing resources and support to ensure providers' understanding and compliance with credentialing and accreditation standards. Assists in maintaining accurate and organized records related to credentialing and accreditation, including credentialing files, accreditation reports, and other documentation for auditing, reporting, and record-keeping purposes. Generates reports and metrics related to credentialing and accreditation activities for internal and external stakeholders. Collaborate with applicable offices (i.e., Division of Information Technology, Admissions, Academic Advising units, Registrar, Office of Student Conduct and Community Standards) in the design, development, and/or refinement of the immunization compliance program, including creating, on a regular basis, lists of students who are not in compliance. Provide input and recommendations related to the immunization record workflow. Advise department leadership on compliance related issues or concerns.

Professional Development and Committee Involvement:

Participate in opportunities that promote your learning, growth, and development (i.e. classes, training, committee, webinar, etc.). Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your individual unit/department (i.e. campus wide traditions, events, programs, etc.). Other duties or projects assigned as appropriate to rank and departmental mission. Evening and weekend work may be required at times.

Special Notes:

This is a full-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $3,087 UUP annual location pay, paid biweekly.

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 or visit OEA.

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