Patient Care Coordinator Front Office

Chicago ENT•Chicago, IL

7d•$18 - $22

About The Position

The Front Office Patient Care Coordinator is the first point of contact for patients and helps create a welcoming, organized, and efficient office experience. The role prepares provider schedules, registers patients, checks patients in and out, collects copayments and balances, and ensures required forms and documentation are completed and accurately entered into the electronic medical record. The position serves as an operational hub for the clinic, coordinating with providers, medical assistants, and scheduling staff to support smooth patient flow. It also handles administrative work such as patient correspondence, fax sorting, referral tracking, and clinic rescheduling. Selected team members may be cross-trained in Call Center or Sleep Dispensing functions and assigned to support those areas as operational needs require. Travel may be required to any Chicago ENT/Chicago Sleep Center or affiliated location. The position reports to the Front Office Lead and has no supervisory responsibility. The hourly wage range is $18–$22. Employment is contingent on successfully completing a background check and drug screening.

Requirements

High school diploma or equivalent.
Ability to work within an EMR database and navigate a Windows environment.
Bilingual in English and Spanish, including speaking, writing, and comprehension.
Type at least 30 words per minute with 90% or greater accuracy.

Nice To Haves

1–5 years of experience as a healthcare call center representative, patient access representative, patient service representative, medical scheduler, medical assistant, or medical receptionist.
Experience working in a Sleep or ENT specialist office.

Responsibilities

Welcome patients and visitors courteously and professionally.
Register patients and verify demographic and insurance information for ENT, Sleep, Imaging, Cosmetic, Allergy, Audiology, Oral Appliance, and Post-Operative appointments.
Collect copayments, outstanding balances, and required patient documentation.
Check patients in and out and ensure follow-up appointments, testing, and referrals are scheduled before they leave.
Review provider schedules in advance, confirming current demographic and insurance information, verifying insurance eligibility through the EMR, identifying HMO versus PPO plans, entering copayments, adding guarantor information when required, documenting missing information or follow-up needs, confirming referrals for HMO patients, reminding patients about needed referrals, confirming the scheduled and rendering providers match, and marking completed reviews according to department standards.
Monitor and complete tasks assigned to Front Desk work queues in the EMR, also known as “jelly beans.”
Monitor and respond to inbound patient correspondence through the Infor email account.
Ensure required registration materials are completed, including demographic forms, HIPAA acknowledgements, patient rights and responsibilities, clinical questionnaires, and other assigned information sheets and materials.
Sort and route incoming faxes to the appropriate department or provider.
Initiate clinic rescheduling when providers are unavailable or emergency cases require schedule adjustments.
Coordinate with clinical staff about late-arriving patients, rooming delays, and patient questions requiring medical input.
Respond professionally to patient and provider inquiries by telephone, email, SMS, and EHR systems.
Review and maintain provider schedules for accuracy and completeness.
Monitor assigned task queues and ensure timely resolution.
Manage inbound patient emails and correspondence.
Track missing referrals, insurance information, and registration documents.
Support patient outreach related to scheduling, registration, and clinic changes.
Coordinate with providers and clinical teams to maintain efficient patient flow.
Participate in cross-training for Call Center and Sleep Dispensing functions and provide coverage in cross-trained roles at the direction of the Lead or Assistant Lead.
Perform other duties as assigned.