Front Office Coordinator

Athletico • Raleigh, NC

13d

About The Position

The Patient Experience Coordinator (PEC) ensures accurate patient intake and financial clearance while delivering a seamless front-office experience, maintaining compliance, safeguarding data integrity, and supporting revenue cycle performance. The role reports directly to the Clinic Manager and collaborates closely with clinical teams, with functional and technical support from the Patient Experience Specialist (PES).

The coordinator welcomes patients, manages registration and scheduling workflows, explains financial responsibilities and digital tools, collects payments, tracks performance indicators, and works with internal teams to resolve insurance and scheduling issues. The role also supports patient engagement activities, communicates progress notes and plans of care to referral sources, and participates in training and cross-training. This is a full-time position in a standard office environment.

Requirements

• High school diploma or GED.
• 1–2 years of customer service experience required.
• Ability to deliver exceptional customer service and resolve issues promptly in a high-volume, patient-facing environment.
• Proficiency with electronic medical record (EMR/EHR) systems and scheduling platforms, and ability to use dashboards and reporting tools for data accuracy.
• Strong understanding of insurance verification, prior authorization requirements, and financial clearance workflows.
• Working knowledge of HIPAA compliance and patient privacy standards.
• Proficiency in Microsoft Office, including Outlook, Excel, and Word, and collaboration tools such as Teams; ability to learn new technologies quickly.
• Excellent written and verbal communication skills, including ability to explain financial responsibilities and digital tools clearly to patients.
• Strong organization and time management skills, with attention to detail and data-entry accuracy.
• Ability to meet or exceed performance metrics and adapt to continuous process improvements.
• Ability to read, write, and speak English proficiently.
• Ability to perform the stated office activities and visual tasks.

Nice To Haves

• 1–2 years of healthcare administration experience preferred.
• Knowledge of healthcare insurance benefits and coverage preferred.
• Experience requesting and managing customer payments preferred.

Responsibilities

• Greet patients warmly, promptly resolve issues, and provide a positive front-office experience.
• Complete patient intake and registration, including demographic verification, insurance eligibility, and authorization requirements.
• Explain patient financial responsibilities, payment options, and digital tools such as the patient portal.
• Collect time-of-service payments and meet established collection targets.
• Manage clinic scheduling workflows to optimize provider availability and patient access.
• Monitor and achieve KPIs for registration accuracy, insurance verification turnaround, and patient satisfaction.
• Collaborate with Patient Experience Specialists, Billing, and Clinical Operations to resolve complex insurance or scheduling issues and escalate when needed.
• Use EMR systems, dashboards, and reporting tools to track patient outcomes, identify discrepancies, and support improvement initiatives.
• Coordinate timely and accurate communication of patient progress notes and plans of care to referral sources.
• Organize patient milestone and holiday celebrations and other community-building activities with the clinical team.
• Participate in ongoing training and cross-training programs.
• Provide Rehab Aide cross-training on front-office duties.

Benefits

• Medical and prescription coverage, with eligibility beginning on the first day of employment.
• Dental insurance, with eligibility beginning on the first day of employment.
• Vision insurance, with eligibility beginning on the first day of employment.
• Health Savings Account (HSA).
• Healthcare Flexible Spending Account (FSA).
• Dependent Care FSA.
• Progyny fertility benefit.
• Critical illness, accident, and hospital indemnity insurance.
• Company-paid basic life and AD&D insurance.
• Supplemental life insurance for employees, spouses, and children.
• Company-paid short-term and long-term disability insurance.
• Long-term disability buy-up option.
• Company-paid maternity and parental leave.
• Adoption and surrogacy expense reimbursement.
• KinderCare discount.
• Legal and credit monitoring.
• 15 days of PTO, accruing immediately upon hire.
• Six major holidays off plus two floating holidays yearly.
• Additional compensation opportunities on top of base pay.
• Bereavement time off and resources.
• Pre-tax transit and parking commuter benefits.
• 401(k) retirement plan for employees age 21 and older, with a per-pay company match.
• SoFi financial wellness tools and loan resources.
• HUSK fitness resources and gym discounts.
• Home, auto, and pet insurance.
• Employee Assistance Program (EAP).
• Employee discount program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED