Financial Coordinator

Ivy Fertility•Chicago, IL

1d•Hybrid

About The Position

Sage Fertility is seeking a full-time, hybrid Financial Coordinator for its Chicago location to guide patients through the financial aspects of fertility treatment. The role owns treatment cost estimates, Good Faith Estimates (GFEs), payment plan setup, and financing coordination, translating clinical treatment plans into clear financial plans. It focuses on patient-facing financial counseling, estimate accuracy, and payment collection, and partners with the Insurance Verification/Authorization team so estimates reflect current benefit and authorization information. The role does not perform insurance benefit verification or prior authorization. The hybrid schedule requires 2–3 days on site. The ideal candidate is empathetic and detail-oriented, able to explain complex treatment costs in plain language and build patient trust during a sensitive process. The position works with patients and clinical, insurance verification, billing, and revenue cycle teams to support accurate estimates, payments, documentation, and a positive patient experience.

Requirements

Associate degree or equivalent experience required.
At least 2 years of experience in patient financial counseling, healthcare billing, or revenue cycle.
Demonstrated experience explaining treatment costs, estimates, or payment plans directly to patients.
Working knowledge of Good Faith Estimate and No Surprises Act requirements.
Proficiency with EMR and Practice Management systems.
Exceptional interpersonal and communication skills, including the ability to explain complex costs in clear, compassionate language.
Discretion and sensitivity when handling patient privacy, financial information, and emotional circumstances.
Strong organizational skills and ability to manage multiple patient cases and deadlines simultaneously.
Comfort with cash handling, payment processing, and basic financial reconciliation.
Professional, calm demeanor under pressure, including during difficult financial conversations.
High integrity and sound judgment in patient-facing financial matters.

Nice To Haves

Bachelor’s degree preferred.
Experience in fertility, women’s health, or another self-pay-heavy specialty.
Experience with fertility or medical financing and lending platforms.
Strong Excel skills preferred.

Responsibilities

Meet with patients to explain treatment cycle costs, package pricing, multi-cycle discounts, medication estimates, and add-on service fees.
Prepare and deliver accurate, itemized treatment cost estimates based on patients’ clinical treatment plans.
Generate and deliver Good Faith Estimates in accordance with No Surprises Act requirements and clinic standard operating procedures.
Answer questions about self-pay pricing, refund and cancellation policies, and what is included in treatment packages.
Document financial counseling conversations and estimate details accurately in the EMR or Practice Management system.
Set up and manage patient payment plans according to clinic policy.
Collect patient payments, deposits, and balances due before treatment starts, per protocol.
Present and coordinate third-party fertility financing and lending options for qualifying patients.
Monitor patient account balances related to active treatment cycles and proactively resolve discrepancies.
Coordinate refunds for cancelled or modified treatment cycles according to clinic policy.
Partner with clinical teams to obtain accurate, current treatment plans and protocol changes affecting cost estimates.
Coordinate with the Insurance Verification/Authorization team so estimates reflect current benefit and authorization status, without performing verification or authorization tasks directly.
Work with the Billing Manager and RCM team to ensure a smooth handoff from estimates and financial counseling to billing and collections.
Escalate complex financial counseling cases, patient disputes, or process issues to the Lead Financial Coordinator.
Ensure estimates and GFEs comply with applicable federal and state price transparency regulations.
Maintain accurate, audit-ready documentation of financial counseling interactions and patient financial agreements.
Stay current on clinic pricing structures, package changes, and financing partner terms.
Communicate financial information empathetically and clearly, building patient trust and supporting treatment decisions.
Address patient billing and estimate concerns promptly and professionally, escalating as needed.
Perform other duties as assigned.