Front Office Coordinator

Athletico • Arlington Heights, IL

6d

About The Position

The Patient Experience Coordinator (PEC) ensures accurate patient intake and financial clearance while delivering a seamless, exceptional front-office experience. The role maintains compliance and data integrity and supports revenue cycle performance. It reports directly to the Clinic Manager and collaborates 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 payment options, collects time-of-service payments, and helps resolve insurance and scheduling issues. The role also uses EMR systems, dashboards, and reporting tools; coordinates communications with referral sources; supports patient and clinic engagement activities; and participates in training and cross-training. The listed hourly base pay range is USD $16.60–$23.50. Individual pay depends on factors including work location, role complexity, duties, experience, and skills.

Requirements

• High school diploma or GED.
• 1–2 years of customer service experience.
• Excellent customer service skills and ability to resolve issues promptly in a high-volume, patient-facing environment.
• Proficiency with EMR/EHR systems and scheduling platforms, and ability to navigate dashboards and reporting tools.
• Strong understanding of insurance verification, prior authorization requirements, and financial clearance workflows.
• Working knowledge of HIPAA compliance and patient privacy standards.
• Proficiency with Microsoft Office, including Outlook, Excel, and Word, and collaboration tools such as Teams; ability to learn new technologies quickly.
• Strong written and verbal communication skills, including explaining financial responsibilities and digital tools clearly to patients.
• Strong organizational and time-management skills, with attention to detail and accuracy in data entry.
• Ability to meet or exceed performance metrics and adapt to continuous process improvements.
• Ability to read, write, and speak English proficiently.
• Ability to perform office activities including remaining stationary for extended periods, stooping, kneeling, crouching, moving around the office, communicating verbally and in writing, and fine motor tasks including keyboarding.
• Ability to see at close range and at a distance, peripheral vision, depth perception, and ability to adjust focus.

Nice To Haves

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

Responsibilities

• Deliver a welcoming front-office experience, resolve issues promptly, and support positive patient interactions.
• Complete patient intake and registration, including verifying demographics, 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 work toward established collection targets.
• Manage clinic scheduling workflows to support provider availability and patient access.
• Monitor performance indicators for registration accuracy, insurance verification turnaround, and patient satisfaction.
• Work 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 continuous improvement.
• 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 for front-office operations.
• Provide Rehab Aide cross-training on front-office duties.

Benefits

• Medical and prescription coverage, with eligibility beginning on the first day of employment.
• Dental and vision insurance, with eligibility beginning on the first day of employment.
• Health Savings Account (HSA), Healthcare Flexible Spending Account (FSA), and 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, with a 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 and two floating holidays yearly.
• Additional compensation opportunities in addition to 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