Administrative Assistant/Clinical Services Specialist

Compensation: $21 - $24 / hr

Benefits: Medical, Dental, Vision, Life, 401K with Match, PTO, Bonus Eligible

Employment Type: Full Time

Reports to: Clinic Manager

Status: Non-Exempt

Vivo Infusion, LLC

Lakewood, CO

Vivo Infusion is a great Company to work for! There are opportunities for growth within our organization.

JOB TITLE: Administrative Assistant

REPORTS TO: Clinic Manager

FLSA STATUS: Non-Exempt

GENERAL PURPOSE OF THE JOB:

The Clinical Service Specialist for Vivo Infusion is responsible for the on-going coordination and organization of the clerical and reception operations at the infusion center. This person assures that accurate and efficient systems are in place for all patient and third-party billing and accounting, and all medical records are in order and complete. The Clinical Service Specialist is responsible for all communication functions of the infusion center via phone, patient/guest reception, and electronic interface.

PRIMARY RESPONSIBILITIES:

· Assembles all invoices received on a weekly basis to validate accuracy and consistency and seeks approval from Clinic Manager to authorize payment before sending to Accounts Payable.

· Processes patient payments at point of service via InstaMed, and/or other Vivo-approved technology.

· Schedules patients for follow-up infusion treatments, when applicable. Coordinates patient scheduling events with Patient Care Navigators (PCNs) when requested.

· Maintains patient medical records per facility guidelines.

· Assures that patient medical records pertinent to treatment are filed in the appropriate medical record on a timely basis and all required documents are available for Provider review.

· Is responsible for maintenance of both electronic and paper records, either directly or as delegated, as defined in Vivo policy.

· Demonstrates proficient utilization of information systems provided, maintains statistical records, and prepares reports as requested by Clinic Manager.

· Maintains infusion center general office supply inventory under the supervision of the Clinic Manager.

· Manages all incoming telephone calls and appropriate triage of such telephone calls.

· Processes Purchase Requisitions according to instructions.

· Communicates effectively to promote a positive image with patients, visitors, co-workers, physicians, office personnel, and external agencies and offices.

· Demonstrates productive working relationships with professional staff, co-workers, referring physician office staff, ancillary department personnel and external agencies.

· Calls patients to remind them of upcoming infusion treatments.

· Reviews patient cancellation events and proactively reschedules patient treatments to ensure treatment plan adherence.

SECONDARY RESPONSIBILITIES:

· Develops and initiates forms/logs and records related to the daily operations of the infusion center. Generates and processes all paperwork connected with supplies.

· Manages mail and Fed Ex shipments.

· Handles office correspondence and memos for Clinic Manager, Attending Provider, and Medical Director.

· Maintains a presence in the infusion center reception area, checking-in, and greeting all patients and guests.

· Communicates schedule changes to the Clinic Manager and the nursing staff.

· Enforces and adheres to all HIPAA compliance policies.

· Performs all duties in a courteous and professional manner and complies with all Company established policies and procedures.

· Participates in staff, technical, educational, and quality improvement meetings.

· Attend and / or participate in all designated training sessions.

· Request assistance or advice from supervisor as needed.

· Perform other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

· High School graduate or equivalent required, Associate’s Degree preferred.

· 1-3 years in administrative support in a customer service environment preferred.

· Intermediate typing skills - minimum 50 wpm.

· Intermediate Computer literacy including knowledge of MS Office tools (Excel, Word, PowerPoint)

· Knowledge of medical abbreviations and terminology.

· Demonstrates skill in information system function, printer use, fax machine and other office equipment. Maintains relevant proficiency in computer software to include Microsoft Word, Excel spreadsheets, Graphics and Billing Database

· Effective communications skills.

· Previous Scheduling experience preferred.

· Previous clerical experience preferred in a health care setting.

· Bilingual language (Spanish) preferred, but not required.

· Travel is minimal in this role. Regional travel can be up to 15%.

PHYSICAL DEMANDS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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. 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.

The noise level in the work environment is usually low to moderate.

The employee is frequently required to sit and infrequently required to stand, lift and/or move up to 25 pounds. While performing the duties of this job, the employee is required to sit, stand; walk and talk, and hear. Requires excellent visual dexterity and manual dexterity.

About Vivo Infusion:

We provide clinically exceptional, compassionate, convenient, and cost-effective infusion care to improve the health of our patients in partnership with their physicians. Our highly trained medical professionals are dedicated to delivering a safe, comfortable, and affordable solution for infusion patients. Vivo’s vision is to set the nationally recognized standard for the delivery of innovative pharmaceutical therapies in a patient-friendly environment.

We offer an array of advanced therapeutics and provide personalized, individual care for every patient. These treatments are delivered by a highly skilled, clinical nursing staff and monitored by board certified advanced practitioners. Every Vivo Infusion Center was designed specifically with the patient experience in mind, from the comfortable, warm environments to the ample, free parking.

RECRUITMENT PRIVACY STATEMENT:

Notice to All Applicants

Vivo Infusion posts all open positions to the Careers page of the company website: https://vivoinfusion.com/careers/

The Vivo Infusion Careers page is found underneath the “About” tab on our 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) as a part of the Application and Interview process. We may request:

• Contact details including your name, address, email address, 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/résumé, 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.

PLEASE BE AWARE THAT THERE MAY BE FRAUDULENT ATTEMPTS OR BAD ACTORS WHO SEEK TO OBTAIN YOUR PERSONAL AND/OR FINANCIAL INFORMATION. CHECK THE URL AND CONFIRM THAT YOU ARE CONNECTING DIRECTLY WITH @VIVOINFUSION.

https://vivoinfusion.com/careers/