Front Desk Coordinator

Well Rooted Pediatrics; Oak Brook (IL); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

PTO

Simple IRA

Employee discount programs

Job summary

Well Rooted Pediatrics is seeking a warm, professional Medical Front Desk Coordinator for our Oak Brook, IL practice. The ideal candidate has prior medical office or pediatric experience and excels in a fast-paced environment.

The role covers patient check-in/check-out, scheduling, payments, and administrative support for the clinical team, ensuring a smooth daily flow and exceptional patient experiences.

Qualifications

• 1–3+ years of medical receptionist or front desk experience.
• Pediatric medical office experience strongly preferred.
• Experience with check-in/check-out, scheduling, patient communication, and medical office workflows.
• Familiarity with EHR and practice management systems.

Responsibilities

• Greet patients and families warmly and professionally.
• Manage patient check-in/check-out processes.
• Schedule and confirm appointments by phone, email, portal, and SMS.
• Handle cancellations, rescheduling, waitlists, and openings.
• Collect payments and process superbills as appropriate.
• Enter patient demographics and billing information accurately.
• Ensure forms are completed prior to appointments.
• Maintain HIPAA-compliant communications (phone, portal, email, SMS).
• Coordinate with clinicians and staff to support daily flow.
• Keep front desk organized and welcoming.

Skills

Medical receptionist experience

Front desk operations

Check-in / check-out

Scheduling

Patient communication

HIPAA compliance

EHR familiarity

POS systems (Square)

Multitasking

Team collaboration

Tools

EHR

Practice management systems

Square POS

Job description

We are a holistic patient-first pediatric practice focused on providing compassionate, personalized care for children and their families. Our approach combines high-quality primary and functional pediatric care with thoughtful communication, education, and a strong emphasis on the overall health and well-being of each child.

Our front desk team is often the first and last point of contact for families, making this role essential to creating a warm, organized, and professional experience from the moment a family walks through the door.

Position Summary

We are hiring a warm, professional, and experienced Medical Front Desk Coordinator to join our pediatric front desk team. The ideal candidate has previous experience working in a medical office or pediatric practice and understands the unique needs of patients and families in a healthcare setting.

This position is responsible for patient check-in/check-out, scheduling, payments, sensitive patient information, patient communication, and supporting the clinical team with the day-to-day flow of the practice.

We are looking for someone who is highly organized, dependable, comfortable in a fast-paced medical environment, and genuinely enjoys working with children and their families.

Previous medical receptionist experience is strongly preferred and will be a key consideration for this position.

This is a full-time position, Monday through Friday, in our Oakbrook location.

Key Responsibilities

• Greet pediatric patients and their families in a warm, professional, and welcoming manner.
• Manage efficient patient check-in and check-out processes.
• Schedule and confirm appointments by phone, email, patient portal, and SMS.
• Manage cancellations, rescheduling, waitlists, and schedule openings.
• Collect payments and process superbills as appropriate.
• Complete end-of-day reconciliation and deposits; experience with POS systems is a plus.
• Verify and accurately enter patient demographic and billing information.
• Ensure required registration and intake forms are completed prior to appointments.
• Respond to non-clinical patient questions and appropriately route clinical concerns to the nursing or provider team.
• Communicate with parents and caregivers regarding appointments, paperwork, payments, and practice policies.
• Maintain accurate and up-to-date patient information within the EHR.
• Handle patient phone calls, portal messages, emails, and SMS communications in accordance with HIPAA requirements.
• Provide families with clear information regarding available services, wellness offerings, and practice policies.
• Assist with daily patient reminders, intake packet preparation, billing-related tasks, and other administrative responsibilities.
• Maintain an organized, clean, and welcoming front desk and waiting area.
• Coordinate closely with MAs, nurses, providers, and management to support efficient daily patient flow.
• Assist with other administrative duties as needed to support the practice.

Qualifications

• 1–3+ years of medical receptionist or medical front desk experience required.
• Previous experience in a pediatric medical office is strongly preferred.
• Experience with check-in/check-out, scheduling, patient communication, and medical office workflows.
• Comfortable working with children, parents, and caregivers in a busy healthcare environment.
• Strong customer service and communication skills with a calm, empathetic, and professional demeanor.
• Comfortable handling payments, basic reconciliation, and following established payment policies.
• Familiarity with EHR and practice management systems.
• Experience with patient portals and POS systems such as Square is a plus.
• Excellent computer skills and attention to detail.
• Ability to multitask, prioritize, and remain organized in a fast-paced environment.
• Reliable, punctual, accountable, and team-oriented.
• Ability to maintain patient confidentiality and follow HIPAA requirements.
• Positive attitude and willingness to learn the practice's approach to functional and root-cause pediatric care.
• Experience in functional medicine, wellness, or a similar healthcare setting is a plus.

What We’re Looking For

The ideal candidate is someone who:

• Has strong medical receptionist experience and understands the workflow of a busy medical practice.
• Is confident speaking with parents and caregivers both in person and over the phone.
• Can balance efficiency with a warm and compassionate approach.
• Takes ownership of tasks and follows through without constant supervision.
• Pays close attention to details, especially when entering patient and insurance information.
• Can confidently manage multiple priorities while maintaining a positive patient experience.
• Enjoys working with children and families.
• Works well as part of a collaborative clinical team.
• Is interested in learning more about functional and holistic pediatric care.

Why You’ll Love Working Here

• Meaningful work supporting children and their families.
• Collaborative and supportive team culture.
• On-the-job training and opportunities to grow within the practice.
• Opportunities to learn about functional and root-cause pediatric care.
• Competitive pay.
• PTO and Simple IRA.
• Employee discount programs.