Front Office Coordinator - Decatur, IL

Athletico Physical Therapy; Decatur (IL); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Medical & Dental

Vision

HSA/FSA

Fertility Benefit

Life Insurance

Disability

401(k)

Job summary

Athletico Physical Therapy is seeking a Patient Experience Coordinator to ensure accurate patient intake and financial clearance, delivering a seamless front-office experience. You will verify eligibility, educate patients on payments, and support revenue cycle with precise data handling.

Reporting to the Clinic Manager, you will collaborate with PES, Billing, and clinical teams, use EMR systems, and help optimize scheduling, registrations, and patient satisfaction across the clinic.

Qualifications

• High School Diploma or GED required.
• 1-2 years of customer service experience.
• 1-2 years of healthcare administration experience.
• Proficiency with MS Office (Outlook, Excel) and basic financial clearance knowledge.

Responsibilities

• Greet patients and provide a welcoming front-office experience.
• Complete patient intake and verify insurance eligibility.
• Educate patients on financial responsibilities and payment options.
• Collect time-of-service payments and meet collection targets.
• Manage clinic scheduling and ensure provider availability.
• Monitor KPIs for registration accuracy and patient satisfaction.
• Coordinate with PES, Billing, and Clinical Ops to resolve issues.
• Use EMR systems and dashboards to improve processes.
• Communicate patient progress notes to referral sources.

Skills

Customer service

MS Office

Insurance benefits knowledge

Payments collection

Education

High School Diploma or GED

Tools

EMR/EHR systems

Scheduling platforms

Dashboards/reporting tools

Job description

Position Overview

\u003Cb\u003EAbout Us:\u003C/b\u003E

At Athletico, we believe in the power of support – because a little help can lead to extraordinary achievements. Physical therapyisn’tjust about recovery;it’sabout transformation. Our team thrives on providing life-changing care for our patients, and we know that achieving this begins with taking care of our own.

Our mission is simple yet powerful:\u003Cb\u003EExtraordinary people improving lives.\u003C/b\u003E

\u003Cb\u003EPosition Summary:\u003C/b\u003E

The Patient Experience Coordinator (PEC) ensures accurate patient intake and financial clearance processes, delivering a seamless and exceptional front-office experience while maintaining compliance, safeguarding data integrity, and supporting revenue cycle performance. This role reports directly to the Clinic Manager and collaborates closely with clinical teams, while receiving functional and technical support from the Patient Experience Specialist (PES).

\u003Cb\u003EBenefits offered with this full-time position:\u003C/b\u003E

• Medical & Rx, Dental and Vision\u003Cb\u003E(eligibility begins day one of employment)\u003C/b\u003E
• HSA, Healthcare FSA, Dependent Care FSA
• Progyny Fertility Benefit
• Critical Illness, Accident, & Hospital Indemnity Insurance
• Company Paid Basic Life / AD&D
• Supplemental Life Insurance (Employee, Spouse, Child)
• Company Paid Short-Term & Long-Term Disability
• Long-Term DisabilityBuy-Up Option
• Company Paid Maternity & Parental Leave
• Adoption & Surrogacy Expense Reimbursement
• KinderCare Discount
• Legal & Credit Monitoring
• 15 daysPTO (accruing startsimmediatelyupon hire)
• 6 Major Holidays off plus 2 floating holidays yearly
• Additionalcompensationopportunitieson top of base pay
• Bereavement Time Off & Resources
• Commuter: Pre-Tax Transit & Parking
• Retirement 401(k) (for 21+) w/ Per-Pay Company Match
• SoFi Financial Wellness Tools & Loan Resources
• HUSK Fitness Resources & Gym Discounts
• Home, Auto, and Pet Insurance
• Employee Assistance Program (EAP)
• Employee Discount Program
• Learn more by checking outour 2026Athletico's Benefits Summary.

\u003Cb\u003EEssential Duties and Responsibilities:\u003C/b\u003E The below is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organization and the overall business objectives of the organization.

• Deliver an exceptional front-office experience by greeting patients warmly, resolving issues promptly, and ensuring positive interactions at every touchpoint.
• Accurately complete patient intake and registration, including demographic verification, insurance eligibility, and authorization requirements, to maintain data integrity and compliance.
• Educate patients on financial responsibilities, payment options, and digital tools (e.g., patient portal) to improve transparency and engagement.
• Collect time-of-service payments and meet established collection targets to support revenue cycle performance.
• Manage clinic scheduling workflows to optimize provider availability and patient access, ensuring alignment with organizational standards.
• Monitor and achieve key performance indicators (KPIs) for registration accuracy, insurance verification turnaround, and patient satisfaction.
• Collaborate with Patient Experience Specialists (PES), Billing, and Clinical Operations teams to resolve complex insurance or scheduling issues and escalated as needed.
• Utilize EMR systems, dashboards, and reporting tools to track patient outcomes, identify discrepancies, and support continuous improvement initiatives.
• Coordinate communication of patient progress notes and plans of care to referral sources in a timely and accurate manner.
• Support clinic engagement by organizing patient milestone celebrations and community-building activities in partnership with the clinical team.
• Participate in ongoing training and cross-training programs to maintain proficiency in front-office operations and contribute to team flexibility.
• Organizes activities (e.g., patient’s goal celebrations, holiday celebrations) in coordination with the clinical team.
• Provide Rehab Aide cross training on front office duties.

\u003Cb\u003EQualifications:\u003C/b\u003E

• Education
  • High School Diploma or GED
• Knowledge and Technical Skills
  • Excellent customer service skills
  • Proficient with the use of MS Office, Outlook and Excel
  • Knowledge of healthcare insurance benefits and coverage preferred
  • Experience with requesting and managing customer payments preferred
• Work Experience
  • 1-2 years of customer service required
  • 1-2 years of healthcare administration preferred

\u003Cb\u003EKnowledge and Technical Skills:\u003C/b\u003E

• Demonstrated ability to deliver exceptional customer service and resolve issues promptly in a high-volume, patient-facing environment
• Proficiency in \u003Cb\u003Elektronic medical record (EMR/EHR) systems\u003C/b\u003E and scheduling platforms; ability to navigate dashboards and reporting tools for data accuracy
• Strong understanding of \u003Cb\u003Einsurance verification processes\u003C/b\u003E, prior authorization requirements, and financial clearance workflows
• Working knowledge of \u003Cb\u003EHIPAA compliance\u003C/b\u003E and patient privacy standards
• Skilled in \u003Cb\u003EMicrosoft Office Suite\u003C/b\u003E (Outlook, Excel, Word) and collaboration tools (Teams); ability to learn new technologies quickly
• Excellent written and verbal communication skills, including the ability to explain financial responsibilities and digital tools to patients clearly
• Strong organizational and time management skills with attention to detail and accuracy in data entry
• Ability to meet or exceed \u003Cb\u003Eperformance metrics\u003C/b\u003E (e.g., registration accuracy, collection targets) and adapt to continuous process improvements

\u003Cb\u003ELanguage Skills:\u003C/b\u003E

• Ability to read, write and speak English proficiently

\u003Cb\u003EPhysical Demands:\u003C/b\u003E

• Ability to fulfill office activities including but not limited to remain stationary for extended periods of time (i.e. while working at a desk), stoop/kneel/crouch, travel around the office, communicate with others (verbal and written), and use fine motor skills including fine hand manipulation and keyboarding.
• Ability to see at close range, distance vision, peripheral vision, depth perception, and the ability to adjust focus

\u003Cb\u003EWork Environment:\u003C/b\u003E

• Consistent with a standard office environment, noise level is low with little to no extra ordinary environmental factors.

Athletico provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Salaried ranges listed are for full time (40 hour) employees. Additional pay such as incentive, GAP, overtime, and stipends are subject to the rules of each program and may not be available in all locations. Individual base pay depends on various factors, in addition to primary work location, such as complexity and responsibility of role, job duties/requirements, and relevant experience and skills. Base pay ranges are reviewed and typically updated each year. Offers are made within the base pay range applicable at the time.

Minimum Salary/Wage

USD$ 16.60 Hr.

Maximum Salary/Wage

USD$ 23.50 Hr.