Financial Coordinator

Ivy Fertility-Sage Fertility; Chicago (IL); Hybrid; USD 52,000 - 68,000; Full time

Job summary

Sage Fertility in Chicago is seeking a full-time, hybrid Financial Coordinator to guide patients through the financial side of fertility treatment. This role owns cost estimates, GFEs, payment plans, and financing coordination— translating clinical plans into transparent financial options for patients.

The hybrid schedule is 2-3 days on site. The position emphasizes empathetic counseling, accuracy, and collaboration with the Insurance Verification team and Billing/RCM to ensure smooth handoffs

Qualifications

• Associate degree or equivalent required; bachelor’s degree preferred.
• 2+ years in patient financial counseling or healthcare billing.
• Experience with GFEs / No Surprises Act requirements.
• Experience in fertility or self-pay settings is a plus.

Responsibilities

• Explain treatment cycle costs, packages, discounts, and medication estimates.
• Prepare itemized estimates and GFEs per No Surprises Act.
• Set up and manage patient payment plans and deposits.
• Coordinate financing options with lenders.
• Collaborate with clinical teams for accurate cost estimates.
• Document counseling interactions in the EMR accurately.

Skills

Empathy

Communication

Financial counseling

Excel

EMR systems

No Surprises Act knowledge

Education

Associate degree or equivalent

Bachelor’s degree preferred

Tools

EMR/Practice Management systems

Fertility financing platforms

Job description

Company OverviewSage Fertility is an elite fertility practice dedicated to exceptional clinical outcomes and an outstanding patient experience. Guided by our shared vision, mission, and values, we strive to expand access to fertility care, deliver best-in-class results, and support patients on their journey to building a family.Position OverviewSage Fertility is seeking a full-time, hybrid, Financial Coordinator to guide patients through the financial side of their fertility treatment journey at our Chicago location. This role owns treatment cost estimates, Good Faith Estimates (GFEs), payment plan setup, and financing coordination — translating clinical treatment plans into transparent financial plans patients can act on with confidence.This role does not handle insurance benefit verification or prior authorization; those functions sit with a separate Insurance Verification/Authorization team. The Financial Coordinator focuses on patient-facing financial counseling, estimate accuracy, and payment collection, and partners closely with insurance verification staff to ensure estimates reflect current benefit and authorization information.The ideal candidate is an empathetic, detail-oriented professional who can explain complex treatment costs in plain language and build patient trust during a sensitive and often emotional process. The hybrid schedule is 2-3 days on site.Key ResponsibilitiesPatient Financial Counseling & Cost EstimatesMeet with patients to explain treatment cycle costs, package pricing, multi-cycle discounts, medication estimates, and add-on service feesPrepare and deliver accurate, itemized treatment cost estimates based on the patient’s clinical treatment planGenerate and deliver Good Faith Estimates (GFEs) in accordance with No Surprises Act requirements and clinic SOPsAnswer patient questions about self-pay pricing, refund/cancellation policies, and what is and is not included in treatment packagesDocument financial counseling conversations and estimate details accurately in the EMR/Practice Management systemOther duties as assigned.Payment Plans, Collections & FinancingSet up and manage patient payment plans in accordance with clinic policyCollect patient payments, deposits, and balances due prior to treatment start per protocolPresent and coordinate third-party fertility financing and lending options for patients who qualifyMonitor patient account balances related to active treatment cycles and proactively resolve discrepanciesCoordinate refunds for cancelled or modified treatment cycles in line with clinic policyCross-Functional CollaborationPartner with clinical teams to obtain accurate, up-to-date treatment plans and protocol changes that affect patient cost estimatesCoordinate with the Insurance Verification/Authorization team so cost estimates reflect current benefit and authorization status (without performing verification or authorization tasks directly)Work with the Billing Manager and RCM team to ensure smooth handoff from estimate/financial counseling to billing and collectionsEscalate complex financial counseling cases, patient disputes, or process issues to the Lead Financial CoordinatorCompliance & DocumentationEnsure all cost estimates and GFEs comply with applicable federal and state price transparency regulationsMaintain accurate, audit-ready documentation of financial counseling interactions and patient financial agreementsStay current on clinic pricing structures, package changes, and financing partner termsPatient ExperienceDeliver financial conversations with empathy and clarity, recognizing the emotional and financial stakes of fertility treatmentBuild trust and rapport with patients to support treatment decision-making and reduce financial-related treatment delaysAddress patient billing and estimate concerns promptly and professionally, escalating as neededEducation & ExperienceAssociate degree or equivalent experience required; Bachelor’s degree preferred2+ years of experience in patient financial counseling, healthcare billing, or revenue cycle, ideally in fertility, women’s health, or another self-pay-heavy specialtyDemonstrated experience explaining treatment costs, estimates, or payment plans directly to patientsWorking knowledge of Good Faith Estimate / No Surprises Act requirementsExperience with fertility or medical financing/lending platforms a plusProficiency with EMR and Practice Management systems; strong Excel skills preferredKnowledge & SkillsExceptional interpersonal and communication skills, with the ability to explain complex costs in clear, compassionate languageHigh level of discretion and sensitivity to patient privacy, financial information, and emotional circumstancesStrong organizational skills with the ability to manage multiple patient cases and deadlines simultaneouslyComfort with cash handling, payment processing, and basic financial reconciliationProfessional, calm demeanor under pressure, including during difficult financial conversationsHigh integrity and sound judgment in patient-facing financial mattersIvy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.