Clinical Services Specialist

VIVO Infusion - Clinical Service SpecialistWe are seeking a motivated and detail-oriented Clinical Service Specialist to join our highly skilled Infusion team in Grand Rapids, MI. 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.Compensation:Pay Range: $20.00 - $23.00Bonus Plan Target: 5% Annually (Based on performance)Private Equity for the Greater Good - Company-wide Employee Ownership ProgramBenefits:Medical, Dental, Vision HSA w/ Employer ContributionTouchcare - Insurance Concierge Service401K with Match up to 4%PTO: Accrual 3+ weeks PTO Buy-back, PTO Rollover, and PTO Donation Program.Wellness Reimbursement Program - $360 AnnuallyEmployee Referral Bonus - Uncapped Bonus PotentialTuition Assistance Program & Professional Association ReimbursementEmployee Assistance Program (Employer-provided)Short & long-term disability (Employer-provided)Life Insurance (Employer-provided)Employment Type, Schedule, FLSA Status:Full-timeMonday - Friday | 8:00am - 5:00pmNon-ExemptReports to: Clinical Operations ManagerLocation: 3230 Eagle Park DR NE, STE 101 Grand Rapids, MI 49525Primary 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.Secondary Responsibilities:Maintain confidentiality of all company and patient records. Adhere to HIPPA.Communicates schedule changes to the team and assists with rescheduling patients.Manages incoming mail and deliveries.Qualifications:Education and ExperienceHigh 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.Demonstrates intermediate typing skills (50+ wpm), computer literacy with MS Office (Excel, Word, PowerPoint), and proficiency in office equipment and information systems, including billing databases.Potential travel to other local Vivo clinics to provide administrative support if needed.SkillsSelf-motivated with the ability to work independently as needed.Must possess outstanding communication and interpersonal skills with ability to communicate professionally and effectively with other staff members, patients and physicians.Must possess computer skills for electronic recordkeeping.Able to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Work Environment & Physical Demands:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.While performing the duties of this job, the employee is regularly exposed to work near moving mechanical parts (medical equipment and machinery). The employees may be exposed to fumes or airborne particles and toxic or caustic chemicals. The noise level in the work environment is usually moderate.Specific vision abilities required by this job include close vision, color differentiation, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is required to stand; walk and talk, hear and smell.Requires excellent visual acuity and manual dexterity. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. He/she is frequently required to sit; stoop, kneel, bend, crouch, or crawl.The employee may be required to use safety equipment, PPE (personal protective equipment) that may include but not be limited to face shield or goggles, non-slip shoes, gloves, mask, and other protective garments and equipment.Who We Are:The Vivo Infusion team is focused on providing patients with the highest quality of care in a comfortable, safe, and convenient setting! Vivo is a national company with locations in 15 states, providing opportunities for growth and advancement as well as competitive benefits that support what matters most to you.Our highly trained medical professionals are dedicated to delivering a safe, comfortable, and affordable solution for our patients. We offer an array of advanced therapeutics and provide personalized care for every patient.We are passionate about providing high-quality patient care, relationships with our referring Providers, and nurturing our company culture!Vivo Infusion has received The Gold Seal of Approval® from The Joint Commission.The Joint Commission Gold Seal of Approval is a nationally recognized distinction voluntarily earned by a select set of healthcare providers.An organization that achieves The Gold Seal of Approval® shows its commitment to holding itself accountable to a high bar for quality and safety for those they serve.