Medical Administrative Assistant, Part-Time - Wilton, CT

VIVO Infusion - Medical Administrative Assistant (Clinical Service Specialist) Wilton, CT Compensation: Pay Range: $23.00 - $25.00 / hr Bonus Plan Target: 5% Annually (Based on performance) Private Equity for the Greater Good - Company-wide Employee Ownership Program Benefits: 401K with Match up to 4% PTO: (0.069 hours accrued per hour worked.) PTO Rollover and PTO Donation Program. Wellness Reimbursement Program - $360 Annually Employee Referral Bonus - Uncapped Bonus Potential Employment Type, Schedule, FLSA Status: Part-time Position Schedule Tuesday - Thursday | 7:30am - 4:00pm Non-Exempt Reports to: Clinical Operations Manager Location: 249 Danbury Rd Ste 201, Wilton, CT 06897 We are seeking a motivated and detail-oriented Medical Administrative Assistant , known internally as a Clinical Service Specialist , to join our highly skilled Infusion team in Wilton, CT! This role requires a strong healthcare administrative background, with expertise in scheduling, authorizations, and benefits verification. The ideal candidate will be self-driven, able to work independently, and possess excellent communication skills. The individual in this role will be responsible for ensuring smooth clinical operations, managing patient schedules, supporting our medical staff, verifying insurance benefits, and securing necessary authorizations for treatments. If you thrive in a fast-paced environment, are a proactive problem-solver, and have a passion for helping others, this position offers the chance to be part of a supportive and growing team. Join us in making a positive impact on your community while contributing to Vivo Infusion's mission of providing the ultimate patient experience in a comfortable, professional, and empathetic environment. Primary Duties and Responsibilities: Manages and supports all front-end operations of the infusion center, including answering phone calls, greeting patients, maintaining a clean and organized environment, processing payments, accepting deliveries, and overseeing the handling of incoming mail. Proactively reviews patient cancellations and reschedules treatments to ensure the treatment plan is followed. Communicates any changes to the Clinical Operations Manager and nursing staff as needed. Additionally, calls to remind patients of their upcoming appointments. Receives deliveries, collects invoices, reviews for accuracy and consistency, connects with the Clinic Manager to authorize payment, and then sends to Vivo Accounts Payable team. Schedules patients for follow-up infusion treatments working closely with the Patient Care Navigator team to assist and coordinate. Collaborates with referring providers to obtain and file medical records, ensuring all relevant documents are available for the medical team’s review. Maintains efficiency and accuracy while adhering to HIPAA guidelines in handling patient records and documents. Proficient in using information systems, maintaining statistical records, and preparing reports as requested by the Clinic Manager. Assists with clinical inventory management in collaboration with the Clinical Operations Manager. Fosters positive and collaborative relationships with professional staff, co-workers, referring physician offices, ancillary departments, and external agencies. Potential travel to other local Vivo clinics to provide administrative support if needed. Qualifications: Education and Experience: High School graduate or equivalent required. 2 years of administrative experience in a healthcare environment, required. Medical Assistant Certification or Medical Office experience, preferred. 1 year working with insurance authorizations, benefits verifications, and billing, preferred. Working knowledge of medical terminology, required. Active CPR/BLS prior to starting work, required. Skills: Self-motivated with the ability to work independently as needed. Must possess outstanding communication and interpersonal skills with ability to communicate professionally an…

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