Infusion Center Admin & Scheduling Specialist

Vivo Infusion; Town of New Paltz (NY); On-site; USD 30,000 - 34,000; Full time

Benefits offered by this job

PTO buy-back

PTO rollover

PTO donation

Wellness reimbursement

Tuition assistance

Professional association reimbursement

Employee assistance program

Short & long-term disability

Life insurance

Job summary

Vivo Infusion in New Paltz, NY is seeking a motivated Clinical Service Specialist to support our infusion team. This full-time role focuses on front-end operations, scheduling, authorizations, benefits verification, and HIPAA-compliant handling of patient records.

You will coordinate with clinical staff, manage patient appointments, review cancellations, process invoices, and assist with inventory and reporting.

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.

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.

Skills

Scheduling

Authorizations

Benefits verification

Medical terminology

Typing 50+ wpm

MS Office

Phone communication

Tools

MS Office

Excel

Word

PowerPoint

Job description

Vivo Infusion in New Paltz, NY is seeking a motivated Clinical Service Specialist to support our infusion team. This full-time role focuses on front-end operations, scheduling, authorizations, benefits verification, and HIPAA-compliant handling of patient records.

You will coordinate with clinical staff, manage patient appointments, review cancellations, process invoices, and assist with inventory and reporting.