Front Office Coordinator

Family-Allergy-; Libertyville (IL); On-site; USD 21,000 - 30,000; Full time

Job summary

Family Allergy & Asthma in Libertyville, IL seeks a Front Office Coordinator to manage patient check-ins/outs, collect co-pays, and schedule appointments with professionalism and kindness.

The role requires strong communication, basic computer skills, and a willingness to travel to satellite clinics as needed. A High School Diploma and a valid driver’s license are required. The position is non-exempt and paid hourly, with a Monday–Friday schedule.

Qualifications

• High School Diploma or equivalent
• Strong computer skills and familiarity with front desk tasks
• Previous customer service experience
• Valid driver's license and ability to travel to satellite offices
• Must be quick learner, organized and team oriented

Responsibilities

• Check patients in and out and manage appointment flow
• Copy/scan insurance cards and take patient photos
• Collect co-pays/deductibles and post payments
• Encourage portal utilization and ensure consent forms are signed
• Balance money and prepare deposits at end of day
• Answer calls, schedule appointments, and manage front desk tasks
• Enter patient demographics/insurance into IMS and prepare clinic paperwork
• Maintain HIPAA compliance and travel to satellite clinics as scheduled

Skills

Customer service

Communication

Computer skills

English fluency

Driver's license

Education

High School Diploma

Job description

Job Title: Front Office Coordinator

Location: 1900 Hollister Dr, Suite 100, Libertyville, IL 60048

Travel: Yes, to other clinic locations

FLSA Status: Non-Exempt, Hourly

Work Schedule: Monday - Friday, work hours vary

About Family Allergy & Asthma:

Founded in 1979, Family Allergy & Asthma is one of the nation’s leading allergy and asthma practice groups, serving patients across Arkansas, Florida, Illinois, Indiana, Kentucky, Missouri, Ohio, Pennsylvania, and Tennessee. With more than 100 allergists, we are dedicated to delivering high-quality, patient-centered allergy and immunology care. Our comprehensive services include:

• Allergy and asthma evaluation and treatment
• Environmental, food, and drug allergy testing
• Pulmonary function testing
• High-risk food challenges
• Sublingual immunotherapy
• Aspirin desensitization
• Food immunotherapy

Position Summary:

The Front Office/Patient Access Coordinator is responsible for demonstrating knowledge and application of job duties and functions under the direction of his/her manager(s) and/or Director(s); respectfully interacts with all levels of staff; provides assistance, as needed, during assigned duty hours; participates in department activities; promotes independence; adherence to the attendance policy; encourages socialization; advocates for the quality of life of our patients while maintaining compliance with all applicable laws, regulatory and organizational standards; supports the company’s core values.

Summary of Duties and Responsibilities:

• Check patients in and out
• Copy/scan insurance cards
• Take patient photo
• Collect co-pays and deductibles
• Post payments to patient account
• Encourage portal utilization
• Ensure that all required consent forms are signed
• Balance all money collected at the end of day and prepare deposit
• Answer telephone, handle all calls appropriately, and schedule appointments for new and existing patients
• Enter patient demographics, insurance, and referral information into IMS
• Prepare front desk prior to the start of clinic: confirm benefits on all testing patients, print schedules, unroll phones (if applicable), prepare all paperwork, and check messages
• Scan testing sheets and all other paperwork as needed
• Cancel and reschedule appointments as needed
• Keep up with medical records requests, medical records phone messages and reminders, chart views, and scan old charts into IMS as requested
• Process Allergy Zone purchases
• Responsible for individually assigned front office tasks; reminders and cancellations, failed faxes, send online survey, DOMA calls, returned mail, website appointment requests, insurance needed reminders, night calls, recall cards, adding new referring providers to IMS, recall report, and patient portal responses
• Maintain and follow HIPAA policies and procedures
• Travel to satellite clinics as scheduled

Requirements

Abilities, Knowledge and Skills:

Effective communication skills to include:

1. Ability to fluently speak and read English
2. Ability to read and interpret documents such as safety rules, handbooks, policies, and procedure manuals
3. Ability to communicate effectively, verbally and written, with all levels of staff and patients

Required Education and Experience:

• High School Diploma or equivalent
• Strong computer skills
• Previous customer service experience
• Valid Driver’s License required
• Ability to travel to satellite offices, as needed
• Must be a quick learner, organized, and team oriented

Preferred:

• Prior medical office experience, preferred

Physical Demands:

The physical demands described, here, are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the physical demands.

1. While performing the duties of this job, the employee is regularly required to use hands to handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear.
2. The employee frequently is required to stand, walk, stoop, kneel, crouch, reach, push, pull, bend and sit. On average, injection room or clinic staff may be standing or walking 80% of their shift.
3. The employee must occasionally lift and/or move up to 30 pounds.
4. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
5. Specific communication abilities required by this job include the ability to talk and hear in order to converse with others, discern, convey, express oneself, and exchange information.

Work Environment:

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job.

1. The noise level in the work environment is usually moderate; lighting is in the standard range.
2. The employee is subject to infectious waste, potential exposure to allergens in concentrated forms, diseases and conditions.

EEO Compliance:

All Family Allergy & Asthma divisions are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates. Family Allergy & Asthma divisions are equal opportunity employers and as such, openly support and fully commit to recruitment, selection, placement, promotion and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state or local laws. We believe that diversity and inclusion among our teammates is critical to our success.

Notice:

At Family Allergy & Asthma and all our divisions, our Human Resources department and recruiters are here to help prospective candidates by matching skillset and experience with the best possible career path at Family Allergy & Asthma and our divisions. We take pride in creating a highly efficient and best in class candidate experience. During the recruitment process, no recruiter or employee will request financial or personal information (Social Security Number, credit card or bank information, etc.) from you via email. The recruiters will not email you from a public webmail client like Hotmail, Gmail, Yahoo Mail, etc.

Pay Transparency:

To encourage pay transparency, promote pay equity, and proactively address regulations, Family Allergy & Asthma and all our divisions will comply with all applicable state or local laws or regulations which require employers to provide wage or salary range information to job applicants and employees. Salary offers may be based on key factors such as education and related experience.