Clinical Service Specialist, Full Time - Valhalla, NY

VIVO Infusion - Clinical Service Specialist

We are seeking a motivated and detail-oriented Clinical Service Specialist to join our highly skilled Infusion team in Valhalla, NY. 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: $24.00 - $26.00/hr
• Bonus Plan Target: 5% Annually (Based on performance)
• Private Equity for the Greater Good - Company-wide Employee Ownership Program

Benefits:

• Medical, Dental, Vision
  • HSA w/ Employer Contribution
  • Touchcare - Insurance Concierge Service
• 401K with Match up to 4%
• PTO: Accrual 3+ weeks
  • PTO Buy-back, PTO Rollover, and PTO Donation Program.
• Wellness Reimbursement Program - $360 Annually
• Employee Referral Bonus - Uncapped Bonus Potential
• Tuition Assistance Program & Professional Association Reimbursement
• Employee Assistance Program (Employer-provided)
• Short & long-term disability (Employer-provided)
• Life Insurance (Employer-provided)

Employment Type, Schedule, FLSA Status:

• Full-time
• Monday - Friday | 8:00am - 5:00pm
• Non-Exempt

Reports to: Clinical Operations Manager

Location: 400 Columbus AVE, STE 105, Second Floor-S BLDG, Valhalla, NY 10595

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.

Qualifications:

• 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.
• 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.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and ability needed. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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.

Work environment and physical demands:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit, talk and/or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and/or smell. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.

The work environment is indoors in a medical office and is generally quiet, including sounds of medical equipment.

Recruitment Privacy Statement | Notice to All Applicants:

Vivo Infusion posts all open positions on the Careers page of the company website:

Applicants will never be asked to provide personal identification information (e.g., SSN, Driver's License, Passport) or financial information (e.g., Banking Information) during the application and interviewing process.

We may request:

• Contact details such as name, address, email address, and phone number.
• Employment history including previous employers and job titles/positions.
• Background information including academic/professional qualifications, job qualifications, education, certifications or licenses, details included in your CV/resume, transcripts, and employment references.
• Nominated references including their name, contact details, employer, and job role.
• Proof of your eligibility to work in the US.
• Desired salary.

If you have any questions or concerns about this Recruitment Privacy Statement or how we handle your personal data, please contact us at View phone number on click.appcast.io or emailing View email address on click.appcast.io.