Patient Care Coordinator Front Office

Chicago ENT•Chicago, IL

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 (EMR). It serves as an operational hub for the clinic, coordinating with providers, medical assistants, and scheduling staff to support smooth patient flow. The role 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 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. The salary range is $18–$22 per hour. This position has no supervisory responsibility. 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.
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 clinic readiness, including verifying information and eligibility, recording plan details, documenting copayments and guarantor information, noting missing information, confirming referrals, checking provider assignments, and marking completed reviews according to department standards.
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 registration materials are completed, including demographic forms, HIPAA acknowledgements, patient rights and responsibilities, clinical questionnaires, information sheets, and other assigned 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, monitor task queues, manage inbound correspondence, track missing referrals and documentation, 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 at the direction of the Lead or Assistant Lead.
Perform other duties as assigned.