Medical Administrative Assistant, Part-Time - Wilton, CT

Vivo Infusion•Wilton, CT

3d•Onsite

About The Position

Vivo Infusion is seeking a motivated, detail-oriented Medical Administrative Assistant, known internally as a Clinical Service Specialist, to support its infusion team in Wilton, Connecticut. The role requires healthcare administrative experience, particularly in scheduling, insurance authorizations, and benefits verification. The successful candidate will help maintain smooth clinical operations, manage patient schedules, support medical staff, verify insurance benefits, and secure authorizations for treatments. The position calls for someone who works independently, communicates effectively, solves problems proactively, and contributes to a comfortable, professional, and empathetic patient experience.

Requirements

High school graduate or equivalent.
At least 2 years of administrative experience in a healthcare environment.
Working knowledge of medical terminology.
Active CPR/BLS certification before starting work.
Self-motivated, with the ability to work independently as needed.
Outstanding communication and interpersonal skills, including the ability to communicate professionally and effectively with staff, patients, and physicians.
Computer skills for electronic recordkeeping.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

Nice To Haves

Medical Assistant certification or medical office experience.
At least 1 year of experience with insurance authorizations, benefits verification, and billing.

Responsibilities

Manage front-end infusion center operations, including answering calls, greeting patients, maintaining a clean and organized environment, processing payments, accepting deliveries, and handling incoming mail.
Review patient cancellations, reschedule treatments to support the treatment plan, notify the Clinical Operations Manager and nursing staff of changes as needed, and remind patients of upcoming appointments.
Receive deliveries, collect invoices, review invoices for accuracy and consistency, obtain payment authorization from the Clinic Manager, and forward invoices to Vivo Accounts Payable.
Schedule follow-up infusion treatments in coordination with the Patient Care Navigator team.
Work with referring providers to obtain and file medical records for review by the medical team.
Handle patient records and documents efficiently and accurately while following HIPAA guidelines.
Use information systems, maintain statistical records, and prepare reports as requested by the Clinic Manager.
Assist with clinical inventory management in collaboration with the Clinical Operations Manager.
Build positive, collaborative relationships with professional staff, coworkers, referring physician offices, ancillary departments, and external agencies.
Travel to other local Vivo clinics to provide administrative support if needed.