Part-Time Patient Care Coordinator Front Office

Chicago ENT•Chicago, IL

About The Position

The Part-Time Patient Care Coordinator – Front Office is the clinic’s first point of contact for patients and helps provide a welcoming, organized, and efficient office experience. The role prepares provider schedules, registers patients, handles check-in and check-out, collects payments, and ensures required documentation is completed and accurately entered in the electronic medical record (EMR). It serves as an operational hub, coordinating with providers, medical assistants, and scheduling staff to support smooth patient flow. The position also handles administrative work such as patient correspondence, fax routing, referral tracking, and rescheduling clinics when provider schedules change. Selected team members may be cross-trained in Call Center or Sleep Dispensing functions and may provide support in 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. It is 20 hours per week, Monday through Friday.

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.
Ability to 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 patients leave.
Review provider schedules in advance for accuracy and readiness, including checking demographic and insurance details, verifying eligibility, identifying plan types, documenting billing information, confirming referrals, and ensuring the scheduled and rendering providers match.
Monitor and complete tasks assigned to Front Desk work queues in the EMR.
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 information sheets.
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, monitor task queues, track missing referrals and registration information, and 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 as directed by the Lead or Assistant Lead.
Perform other duties as assigned.