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Medical Administrative Associate - Bariatrics Shelton

Requisition ID:


Business Unit:

Hartford HealthCare Medical Group Specialists


Shelton, CT

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Job Schedule: Full Time
Standard Hours: 40
Job Shift: Shift 1
Shift Details: Monday-Friday

Work where every moment matters.

Every day, over 30,000 Hartford HealthCare colleagues come to work with one thing in common: Pride in what we do, knowing every moment matters here.  We invite you to become part of Connecticut’s most comprehensive healthcare network. 

Hartford HealthCare Medical Group is one of the largest medical practices in New England with multiple locations throughout Connecticut and Rhode Island. We consist of a team of professionals ranging from Medical Assistants to Physician Assistants and everything in between. Our physician led medical group enjoys an excellent reputation with patients and the medical community, offering primary care, urgent care and more than 30 different specialties.

Position Summary: 

Responsible for providing administrative and secretarial support to physicians, providers, and Practice Manager in assigned division to ensure efficiency and quality service to patients.

This position reports to a Practice Manager.

Key Responsibilities:

  • Answers incoming calls promptly and professionally, evaluates priority, and directs calls appropriately according to urgency and subject matter. Records accurate messages and brings to attention of appropriate staff in timely manner.  Attaches charts to message when appropriate.  Signs phone over to answering service at end of day and reports accurate physician coverage according to MD Call Schedule. Retrieves messages from answering service and ensures appropriate and timely response to those messages. Closes office by tallying, documenting, and submitting superbills, copay logs/monies, product sales/monies, and completing other processes as required per division
  • Acts as liaison to assigned physicians and providers, proactively managing and accessing daily schedules to move patients and/or make scheduling changes to maintain full clinical schedules.  Manages calendars, schedules, meetings, and travel arrangements, coordinating with clinical schedules as necessary.  Takes initiative to define and resolve patient/physician issues/problems, elevating concerns as necessary.
  • Schedules new patient appointments accurately, and informs patients of essential preparation requirements prior to visit (referrals, x-rays, medical reports, etc.).  Provides accurate information regarding program requirements including candidacy screen, preliminary insurance coverage assessment, surgeries offered, and steps involved in new patient work-up/evaluation process. Transfers patients to pre-registration department to collect pertinent demographic, referral and insurance information. Schedules follow-up appointments and associated testing, and documents these appointments in computer.  Completes necessary requisition forms and pre-cert exams, and forwards completed requisition to appropriate facility/department in a timely manner.
  • Prepares charts in advance of patient appointments, ensuring that filing is up to date, and that content of chart is complete at time of appointment with any and all pertinent reports, past medical records, op notes, discharge summaries, hospital consultations, current transcription, and radiology images.  Mails information to new patients prior to visit in accordance with department policies.
  • Performs general administrative and clerical duties, including preparing, copying, faxing, and filing correspondence, memos, letters, requisitions, and other documents, appropriately handling sensitive and confidential information. Proofreads for spelling, grammar, and layout, making appropriate changes to ensure accuracy and clarity. Creates and develops presentations and reports, conducting research and/or collecting data from patients via phone interview (e.g. referral information) as necessary.  Prepares graphs, charts and spreadsheets for various meetings or reports.  Creates and maintains database and spreadsheet files. Schedules meetings and secures conference/event rooms for program events. Works in collaboration with Hartford Healthcare entities on behalf of program.


High school diploma or equivalent.

Bariatric experience is preferred but not required.

At least two years of relevant experience in a fast-paced medical office.

Positive, customer-focused approach, with commitment to providing excellent patient care.

Professional demeanor and ability to communicate effectively with physicians, staff and patients.

Ability to adapt quickly in a fast-paced environment juggling multiple competing tasks and demands.

Proven ability to work effectively in a team environment.

Excellent verbal communication skills. Ability to communicate in other languages highly desirable.

Strong computer skills. Solid working knowledge of Microsoft Office and IDX software.

Basic working knowledge of medical terminology.

Ability to travel independently to satellite offices with or without advanced notice.

Strong working knowledge of insurance requirements.

 We take great care of careers.

With locations around the state, Hartford HealthCare offers exciting opportunities for career development and growth.  Here, you are part of an organization on the cutting edge – helping to bring new technologies, breakthrough treatments and community education to countless men, women and children.  We know that a thriving organization starts with thriving employees-- we provide a competitive benefits program designed to ensure work/life balance.  Every moment matters.  And this is your moment.

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