VIVO Infusion, LLC
Infusion Customer Service Specialist / Administrative Assistant Winter Park, FL
Vivo Infusion Customer Service Specialist
We are seeking a motivated and detail-oriented Customer Service Specialist to join our highly skilled Infusion team in Winter Park, FL! This role requires strong customer service, organization, and administrative skills. The ideal candidate will be self-driven, able to work independently, and possess excellent communication.
The individual in this role will be responsible for ensuring smooth clinical operations, managing patient schedules, answering phone calls, and providing general administrative support to the infusion clinic.
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: $18.00 - $20.00 / hr
• Bonus Plan Target: 5% Annually (Based on performance)
• Private Equity for the Greater Good - Company-wide Employee Ownership Program

Benefits Offered:

• Medical, Dental, Life, Vision
  • Option for HSA w/ Employer Contribution
• 401K with Match up to 4%
• PTO: Accrual 4+ weeks/YR, buy-back program (get paid for unused PTO), and PTO donation program to allow Vivo team members to donate to others in need
• Wellness Reimbursement Program - $360 Annually
• Employee Referral Bonus - Uncapped bonus potential
• Tuition Assistance Program
• Employee Assistance Program (Employer-provided)
• Short & long-term disability (Employer-provided)
• Life Insurance (Employer-provided)

Employment Type, Schedule, FLSA Status:

• Full-time
• Monday - Thursday and Saturday, 7:30am - 5:30pm
• Non-Exempt

Reports To: Clinical Operations Manager
Location: Winter Park, FL: 1573 W Fairbanks Ave Suite 200, Winter Park, FL 32789
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 similar, 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.
• Bilingual language (Spanish) preferred, but not required.
• 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 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.
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.
Learn more about Vivo, by visiting our website: