Front Desk Coordinator (Part Time)

Well Rooted Pediatrics; Crystal Lake (IL); On-site; USD 22,000 - 30,000; Part time

Benefits offered by this job

PTO

Simple IRA

Employee discount programs

On-the-job training

Job summary

Well Rooted Pediatrics is seeking a warm, professional Medical Front Desk Coordinator for our Crystal Lake office. This role supports patient check-in/out, scheduling, and billing while coordinating with MAs, nurses, and providers in a fast-paced pediatric clinic.

The ideal candidate has 1–3+ years in medical front desk roles, comfortable with HIPAA, and adept at multitasking. Prior pediatric experience is strongly preferred; training will cover our functional pediatric care approach.

Qualifications

• 1–3+ years of medical receptionist experience required.
• Pediatric medical office experience 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 demeanor.
• Familiarity with EHR and practice management systems; POS systems such as Square is a plus.

Responsibilities

• Greet patients and families in a warm, professional manner.
• Manage patient check-in and check-out processes.
• Schedule and confirm appointments via phone, email, patient portal, and SMS.
• Handle cancellations, rescheduling, waitlists, and openings.
• Collect payments and process superbills as appropriate.
• Enter patient demographics and billing information accurately.

Skills

Medical front desk experience

Customer service

Communication skills

HIPAA compliance

Multitasking

Attention to detail

Tools

EHR systems

POS systems (Square)

Patient portal

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 part-time position 2-3 days a week in our Crystal Lake Office

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.

If you have medical receptionist experience, enjoy working with children and families, and are looking for a team-oriented environment where patient experience truly matters, we would love to hear from you.