Medical Office Assistant

ACTalent; New Haven (CT); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

PTO / Paid time off

Job summary

Actalent is seeking a Medical Office Assistant in New Haven, CT. The role blends administrative and clinical support to deliver a smooth, welcoming patient experience.

You will answer phones, schedule appointments, handle prior authorizations, room patients, and assist one provider with daily tasks in a fast-paced setting. Responsibilities include maintaining EMR accuracy, managing the calendar, and ensuring timely communication with patients.

Qualifications

• Medical Assistant diploma required.
• Experience with Epic EMR preferred.
• Strong customer service and patient-focused communication.

Responsibilities

• Answer calls professionally and direct messages appropriately.
• Schedule patient appointments and manage the provider's calendar.
• Complete prior authorizations promptly to support access to services.
• Room patients and verify identity before provider visit.
• Enter and update patient information in the EMR.
• Support administrative and basic clinical tasks for daily operations.
• Provide courteous, patient-focused service at all times.

Skills

Customer service

Data entry

EMR experience

Epic experience

Verbal communication

Written communication

Medical terminology

Scheduling

Documentation

Teamwork

Education

Medical Assistant diploma

CMA or RMA credential helpful

Tools

Epic EMR

Job description

Job Title: Medical Office Assistant

Job Description

This role combines administrative and clinical support to ensure a smooth, efficient, and welcoming experience for patients in a medical office setting. The Medical Office Assistant answers phones, schedules appointments, completes prior authorizations, rooms patients, and supports a single provider with day-to-day tasks in a fast-paced environment.

Responsibilities

• Answer incoming phone calls in a professional and courteous manner and direct calls or messages appropriately.
• Schedule patient appointments and manage the providers calendar to optimize clinic flow.
• Complete prior authorizations accurately and in a timely manner to support patient access to services and medications.
• Room patients by verifying identity, collecting basic information, and preparing them for the provider.
• Address patient messages and inquiries, ensuring clear and timely communication and follow-up.
• Process medication refill requests according to office procedures and provider guidance.
• Handle same-day patient requests and coordinate with the provider and team to meet urgent needs.
• Enter and update patient information accurately in the electronic medical record (EMR).
• Support both administrative and basic clinical tasks as needed to maintain efficient daily operations.
• Work closely with one assigned physician, supporting a daily patient volume of approximately 1520 patients.
• Maintain a professional appearance in alignment with established office policies.
• Provide courteous, patient-focused customer service at all times.

Essential Skills

• Strong customer service skills with a patient-centered approach.
• Accurate data entry skills and attention to detail when handling patient information.
• Experience working with patient information in a healthcare or medical office environment.
• Excellent verbal and written communication skills.
• Familiarity with common medications and basic medical terminology.
• Experience with electronic medical records (EMR), with Epic experience preferred.
• Clerical and administrative skills, including scheduling and documentation.
• Basic understanding of insurance processes and prior authorizations.
• Ability to manage multiple tasks in a fast-paced clinical setting.
• Professional demeanor and appearance consistent with office policy.

Additional Skills & Qualifications

• Medical Assistant (MA) diploma.
• CMA (Certified Medical Assistant) or RMA (Registered Medical Assistant) credential is helpful.
• Prior experience with Epic EMR is preferred.
• Experience in both administrative and clinical support roles in a medical office.
• Strong soft skills, including reliability, teamwork, and a positive attitude.
• Ability to adapt to changing priorities and patient needs.

Work Environment

The Medical Office Assistant works in a clinical office setting that combines administrative and patient-facing responsibilities. The role supports one physician with a typical patient volume of approximately 1520 patients per day. The schedule is a full-time, 40-hour workweek, Monday through Friday, with flexible hours between 8:00 a.m. and 5:00 p.m. The position involves frequent use of electronic medical record systems, including Epic, and standard office and clinical equipment. The environment is professional, fast-paced, and team-oriented, with an expectation of a neutral, professional appearance in line with office policy. The role may begin as a temporary position with the potential to transition to a permanent opportunity.

Pay and Benefits

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness
• Accident, and Hospital
• 401(k) Retirement Plan
• Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract to Hire position based out of New Haven, CT.

Application Deadline

This position is anticipated to close on Nov 13, 2026.

Workplace Type

This is a fully onsite position in New Haven,CT.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.