Front Office Coordinator - Grand Rapids (Cascade), MI

Athletico; Grand Rapids (MI); On-site; USD 31,000 - 49,000; Full time

Benefits offered by this job

Medical Insurance

Dental & Vision

HSA/FSA

Fertility Benefit

Life Insurance

Disability Insurance

401(k) with Match

PTO 15 days

Holidays

Commuter Benefits

EAP

Gym Discounts

Job summary

Athletico is seeking a Patient Experience Coordinator in Grand Rapids to enhance the front-office flow, verify patient information, and support financial clearance. You will collaborate with clinical teams to ensure data integrity and improve the patient experience.

The role emphasizes accurate intake, insurance checks, and patient education on payments, while using EMR tools and dashboards to drive performance. This is a full-time position with growth opportunities.

Qualifications

• Experience delivering front-desk customer service in a high-volume setting.
• Knowledge of health insurance benefits and coverage is preferred.
• Experience requesting and managing patient payments preferred.
• Understanding of HIPAA and patient privacy standards.

Responsibilities

• Greet patients and deliver an exceptional front-office experience.
• Accurately complete patient intake and registration with demographic verification and insurance eligibility.
• Educate patients on financial responsibilities and payment options; promote digital tools.
• Collect time-of-service payments and meet collection targets.
• Manage clinic scheduling to optimize provider access and align with standards.
• Monitor KPIs for registration accuracy and patient satisfaction; improve processes as needed.
• Coordinate with PES, Billing, and Clinical Operations to resolve issues.
• Use EMR systems and dashboards to track outcomes and support improvements.
• Communicate patient progress notes to referral sources timely.
• Organize patient milestone celebrations and community activities with the clinical team.
• Participate in cross-training to maintain front-office proficiency.

Skills

Customer Service

MS Office

Insurance Knowledge

Payments Experience

Education

High School Diploma or GED

Tools

EMR/EHR Systems

Scheduling Platforms

Dashboards/Reporting Tools

HIPAA Compliance

Job description

About Us

At Athletico, we believe in the power of support – because a little help can lead to extraordinary achievements. Physical therapy isn’t just about recovery ; it’s about 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.

Position Summary

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).

Benefits Offered With This Full-time Position

• Medical & Rx, Dental and Vision (eligibility begins day one of employment)
• 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 Disability Buy-Up Option
• Company Paid Maternity & Parental Leave
• Adoption & Surrogacy Expense Reimbursement
• KinderCare Discount
• Legal & Credit Monitoring
• 15 days PTO (accruing starts immediately upon hire)
• 6 Major Holidays off plus 2 floating holidays yearly
• Additional compensation opportunities on 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 out our 2026 Athletico's Benefits Summary.

Essential Duties And Responsibilities

• 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 elevate 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.

Qualifications

• 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

Knowledge And Technical Skills

• Demonstrated ability to deliver exceptional customer service and resolve issues promptly in a high-volume, patient-facing environment
• Proficiency in electronic medical record (EMR/EHR) systems and scheduling platforms; ability to navigate dashboards and reporting tools for data accuracy
• Strong understanding of insurance verification processes, prior authorization requirements, and financial clearance workflows
• Working knowledge of HIPAA compliance and patient privacy standards
• Skilled in Microsoft Office Suite (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 performance metrics (e.g., registration accuracy, collection targets) and adapt to continuous process improvements

Language Skills

• Ability to read, write and speak English proficiently

Physical Demands

• 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

Work Environment

• 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$ 15.00 Hr.

Maximum Salary/Wage

USD$ 23.50 Hr.