Front Office Coordinator

Athletico•Oregon, IL

About The Position

The Patient Experience Coordinator (PEC) ensures accurate patient intake and financial clearance while delivering a seamless front-office experience. The role supports compliance, data integrity, and revenue cycle performance through patient registration, insurance verification, payment collection, scheduling, and patient communication. The PEC reports directly to the Clinic Manager and collaborates with clinical teams, receiving functional and technical support from the Patient Experience Specialist (PES). The coordinator helps patients understand financial responsibilities, payment options, and digital tools, and works with Patient Experience Specialists, Billing, and Clinical Operations to resolve complex insurance and scheduling issues. The role also supports clinic engagement through patient milestone and holiday celebrations, coordinates communication with referral sources, and provides Rehab Aides with cross-training in front-office duties. This is a full-time role in a standard office environment with a low noise level and little to no extraordinary environmental factors.

Requirements

High school diploma or GED.
1–2 years of customer service experience required.
Ability to read, write, and speak English proficiently.
Excellent customer service and issue-resolution skills in a high-volume, patient-facing environment.
Proficiency with 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.
Strong written and verbal communication skills, including the ability to explain 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, including registration accuracy and collection targets, and adapt to continuous process improvements.
Ability to fulfill office activities, including remaining stationary for extended periods, stooping, kneeling or crouching, traveling around the office, communicating verbally and in writing, and using fine motor skills for 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

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

Responsibilities

Deliver a welcoming front-office experience, resolve issues promptly, and ensure positive patient interactions.
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 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 to maintain front-office proficiency and team flexibility.
Provide Rehab Aide cross-training on front-office duties.

Benefits

Medical and prescription drug coverage, dental insurance, and vision insurance; eligibility begins 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 and two floating holidays each year.
Additional compensation opportunities on top of base pay.
Bereavement time off and resources.
Pre-tax commuter transit and parking benefits.
401(k) retirement plan for employees age 21 and older, with a company match each pay period.
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.