Financial Coordinator

IVY FERTILITY•Chicago, IL

1d•$26 - $28•Hybrid

About The Position

Sage Fertility is seeking a full-time, hybrid Financial Coordinator for its Chicago location. The Financial Coordinator guides patients through the financial aspects of fertility treatment by preparing treatment cost estimates and Good Faith Estimates (GFEs), setting up payment plans, coordinating financing, and collecting payments. The role translates clinical treatment plans into clear, accurate financial plans and works with insurance verification staff so estimates reflect current benefit and authorization information. It does not perform insurance benefit verification or prior authorization. The successful candidate is empathetic, detail-oriented, and able to explain complex treatment costs in plain language while building trust with patients during a sensitive process. The hybrid schedule requires working onsite 2–3 days per week. The role reports complex cases, patient disputes, or process issues to the Lead Financial Coordinator.

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 clearly and compassionately.
Discretion and sensitivity when handling patient privacy, financial information, and emotional circumstances.
Strong organizational skills and the 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 specialty with substantial self-pay services.
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 (GFEs) in accordance with No Surprises Act requirements and clinic standard operating procedures.
Answer questions about self-pay pricing, refund and cancellation policies, and treatment package inclusions and exclusions.
Document financial counseling conversations and estimate details accurately in the EMR or Practice Management system.
Set up and manage patient payment plans in accordance with clinic policy.
Collect patient payments, deposits, and balances due before treatment starts, according to 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 in line with clinic policy.
Partner with clinical teams to obtain accurate, current treatment plans and protocol changes affecting 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 support handoff from estimates and financial counseling to billing and collections.
Escalate complex financial counseling cases, patient disputes, and process issues to the Lead Financial Coordinator.
Ensure cost 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.
Conduct financial conversations with empathy and clarity, building patient trust and helping reduce financial-related treatment delays.
Address patient billing and estimate concerns promptly and professionally, escalating as needed.
Perform other duties as assigned.