Front Office Coordinator

Athletico Physical Therapy•Oak Park, IL

19d•$17 - $24

About The Position

The Front Office Coordinator, identified in the position summary as a Patient Experience Coordinator (PEC), supports accurate patient intake and financial clearance while delivering a seamless front-office experience. The role maintains compliance and data integrity and contributes to 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). Spanish fluency is required. The schedule is Monday through Friday, 7:00 a.m. to 3:30 p.m. The role involves greeting and assisting patients, completing registration and insurance checks, explaining financial responsibilities and digital tools, collecting payments, managing scheduling workflows, monitoring performance metrics, and coordinating with internal teams to resolve issues. It also supports patient engagement activities, referral-source communications, continuous improvement, and cross-training.

Requirements

Fluency in Spanish.
High school diploma or GED.
1–2 years of customer service experience required.
Excellent customer service skills, including the ability to resolve issues promptly in a high-volume, patient-facing environment.
Proficiency with EMR/EHR systems and scheduling platforms, and the ability to use dashboards and reporting tools accurately.
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.
Excellent written and verbal communication skills, including the ability to explain 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 read, write, and speak English proficiently.
Ability to perform office activities including remaining stationary for extended periods, stooping, kneeling, crouching, moving 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, peripheral vision, depth perception, and ability to 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

Deliver a welcoming front-office experience, resolve patient issues promptly, and promote positive interactions.
Complete patient intake and registration, including demographic verification, insurance eligibility checks, 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 in accordance with organizational standards.
Monitor performance indicators 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 to maintain front-office proficiency and support team flexibility.
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 (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.
Supplemental life insurance for employees, spouses, and children.
Company-paid short-term and long-term disability; optional long-term disability buy-up.
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 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.