Front Office Coordinator

Athletico • Oregon, IL

5d

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, collaborates with clinical teams, and receives functional and technical support from the Patient Experience Specialist (PES).

The position is scheduled Monday through Friday, 8:00 a.m. to 4:30 p.m. Responsibilities include patient greeting and service, intake and registration, insurance verification and authorization workflows, patient education about financial responsibilities and digital tools, payment collection, scheduling, performance tracking, referral-source communication, and coordination of patient and clinic engagement activities. The coordinator also participates in training and cross-training, including training Rehab Aides on front-office duties.

The work is performed in a standard office environment with low noise and few extraordinary environmental factors. The role requires office activities such as sitting at a desk for extended periods, moving around the office, stooping, kneeling or crouching, communicating, keyboarding, and visual tasks.

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 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.
• Excellent written and verbal communication skills, including explaining financial responsibilities and digital tools to patients.
• Strong organizational and time-management skills, with attention to detail and data-entry accuracy.
• Ability to meet or exceed performance metrics, including registration accuracy and collection targets, and adapt to continuous process improvements.
• Ability to read, write, and speak English proficiently.
• Ability to perform the stated office activities and visual tasks.

Nice To Haves

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

Responsibilities

• Deliver 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, 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 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 continuous improvement.
• Coordinate timely and accurate communication of patient progress notes and plans of care to referral sources.
• Organize patient milestone celebrations and other community-building activities in coordination 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; eligibility begins 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 options for employees, spouses, and children.
• Company-paid short- 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 plus two floating holidays annually.
• 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 aged 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