Front Office Coordinator

Athletico Physical Therapy • Elkhorn, WI

3d • $15 - $24

About The Position

The Patient Experience Coordinator (PEC) ensures accurate patient intake and financial clearance while providing a seamless front-office experience. The role supports compliance, data integrity, and 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 payments, and tracks performance indicators. The role also coordinates communications with referral sources, supports patient and community engagement activities, and participates in training and cross-training. The listed pay range is USD $15.00 to $23.50 per hour; individual offers depend on factors including location, responsibilities, experience, and skills.

Requirements

• High school diploma or GED.
• 1–2 years of customer service experience.
• Excellent customer service, issue-resolution, written communication, and verbal communication skills.
• Ability to read, write, and speak English proficiently.
• Ability to work in a high-volume, patient-facing environment and explain financial responsibilities and digital tools clearly.
• Proficiency with EMR/EHR systems and scheduling platforms, and ability to navigate dashboards and reporting tools.
• 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 organization, time management, attention to detail, and data-entry accuracy.
• Ability to meet or exceed performance metrics and adapt to continuous process improvements.
• Ability to perform office activities including remaining stationary for extended periods, stooping, kneeling, crouching, moving around the office, communicating, and using fine motor skills and a keyboard.
• Ability to see at close range and at a distance, use peripheral vision and depth perception, and adjust focus.

Nice To Haves

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

Responsibilities

• Provide a welcoming front-office experience, resolve issues promptly, and support positive patient interactions.
• Complete patient intake and registration, including demographic verification, insurance eligibility, and authorization requirements.
• Explain patients’ financial responsibilities and payment options, and help them use 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.
• Monitor key performance indicators for registration accuracy, insurance verification turnaround, and patient satisfaction.
• Collaborate with Patient Experience Specialists, Billing, and Clinical Operations to resolve or escalate insurance and scheduling issues.
• Use EMR systems, dashboards, and reporting tools to track 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.
• Provide Rehab Aide cross-training on front-office duties.

Benefits

• Medical and prescription coverage, dental insurance, and vision insurance, with eligibility beginning on the first day of employment.
• Health Savings Account, Healthcare Flexible Spending Account, and Dependent Care Flexible Spending Account.
• Progyny fertility benefit.
• Critical illness, accident, and hospital indemnity insurance.
• Company-paid basic life and AD&D insurance, plus supplemental life insurance options for employees and their families.
• Company-paid short-term and long-term disability coverage, 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 resources.
• 15 days of PTO, accruing immediately upon hire.
• Six major holidays off and two floating holidays each year.
• Additional compensation opportunities beyond base pay.
• Bereavement time off and resources.
• Pre-tax commuter transit and parking benefits.
• 401(k) retirement plan for employees aged 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.
• Employee discount program.

What This Job Offers

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