Front Office Coordinator

Athletico•Elkhorn, WI

About The Position

The Patient Experience Coordinator (PEC) supports a seamless, exceptional front-office experience by ensuring accurate patient intake and financial clearance while maintaining compliance, protecting data integrity, and supporting revenue cycle performance. The role reports directly to the Clinic Manager and works closely with clinical teams, with functional and technical support from the Patient Experience Specialist (PES). The coordinator greets patients, handles registration and insurance verification, explains financial responsibilities and payment options, collects payments, and manages scheduling workflows. The role also tracks performance indicators, resolves or escalates insurance and scheduling issues, uses EMR systems and reporting tools, communicates patient progress notes and plans of care to referral sources, and supports clinic engagement 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.
Ability to deliver excellent customer service and resolve issues promptly in a high-volume, patient-facing environment.
Proficiency with EMR/EHR systems and scheduling platforms, and ability to use 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 in Microsoft Office, including Outlook, Excel, and Word; familiarity with collaboration tools such as Teams; ability to learn new technologies quickly.
Excellent written and verbal communication skills, including explaining financial responsibilities and digital tools clearly to patients.
Strong organization and time-management skills, with attention to detail and accurate 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, traveling around the office, communicating verbally and in writing, fine hand manipulation, and keyboarding.
Ability to see at close range and at a distance, use peripheral vision and depth perception, and 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

Provide a welcoming front-office experience, resolve patient issues promptly, and support positive interactions at every touchpoint.
Complete patient intake and registration, including demographic verification, insurance eligibility checks, and authorization requirements.
Explain patients’ financial responsibilities and payment options, and educate them about digital tools such as the patient portal.
Collect time-of-service payments and meet established collection targets.
Manage clinic scheduling workflows to support provider availability and patient access in accordance with organizational standards.
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 as 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 to maintain front-office proficiency and support team flexibility.
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, with supplemental life insurance options 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 plus two floating holidays yearly.
Additional compensation opportunities beyond base pay.
Bereavement time off and resources.
Pre-tax commuter transit and parking benefits.
401(k) with per-pay company match for employees age 21 and older.
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.