Front Office Coordinator

Athletico • Michigan City, IN

7d

About The Position

The Patient Experience Coordinator (PEC) ensures accurate patient intake and financial clearance while providing a seamless, exceptional 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 greets patients, manages intake and registration, verifies insurance and authorization requirements, explains financial responsibilities and payment options, collects payments, and manages scheduling workflows. The role monitors performance indicators, uses EMR systems and reporting tools, resolves or escalates complex issues with partner teams, and communicates patient progress notes and plans of care to referral sources. It also supports patient engagement activities and provides Rehab Aide cross-training on front-office duties.

This is a full-time position in a standard office environment with low noise and little to no extraordinary environmental factors. The listed base pay range is $15.00 to $23.50 per hour. The position requires a high school diploma or GED, 1–2 years of customer service experience, and the ability to perform the stated office activities and visual tasks.

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 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 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 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 data-entry accuracy.
• Ability to meet or exceed performance metrics and adapt to continuous process improvements.
• Ability to perform office activities that include remaining stationary for extended periods, stooping, kneeling, crouching, moving 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

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

Responsibilities

• Deliver a welcoming front-office experience, resolve patient issues promptly, and support positive interactions.
• Complete patient intake and registration, including demographic verification, insurance eligibility, and authorization requirements.
• Educate patients about 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 support provider availability and patient access.
• Monitor KPIs for registration accuracy, insurance verification turnaround, and patient satisfaction.
• Collaborate with Patient Experience Specialists, Billing, and Clinical Operations to address complex insurance or scheduling issues and escalate when needed.
• Use EMR systems, dashboards, and reporting tools to track outcomes, identify discrepancies, and support improvement initiatives.
• Coordinate timely, 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 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; supplemental life insurance for employees, spouses, and children.
• Company-paid short-term and long-term disability, 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 on top of 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.
• Employee discount program.

What This Job Offers

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