Full-time Patient Services Coordinator/Front Desk

IVI RMA GLOBAL; Morristown (NJ); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical Insurance

401K Plan

Paid Time Off

Job summary

IVI RMA North America in Morristown, NJ is seeking a Front Desk/Patient Services Coordinator to greet patients, schedule appointments, support care teams and manage daily office operations in a fast-paced fertility clinic. This full-time role runs Monday through Friday and requires a compassionate, patient-centered approach to ensure a welcoming experience for every visitor.

The ideal candidate will have clerical experience, proficiency in MS Office and scheduling systems, and the ability to

Qualifications

• High School Diploma or GED required; two years clerical/administrative experience preferred.
• Experience in medical field preferred.
• Associate’s degree or one year of experience preferred; bachelor’s degree acceptable.

Responsibilities

• Greet patients and visitors with professionalism and empathy.
• Update patient files and guide patients through visits using provider templates.
• Coordinate communications and support care teams with accurate information.
• Collect patient payments and process copays as required.
• Verify demographics and insurance details for accuracy.
• Answer phones and manage appointment confirmations.
• Maintain office supplies and collaborate with supervisors.

Skills

Customer focus

Microsoft Office

Scheduling systems

Communication

Problem solving

Education

High School Diploma or GED

Associate’s degree

Bachelor’s degree

Tools

Microsoft Office

Scheduling systems

Job description

IVI RMA North America has a need for a Front Desk/Patient Services Coordinator for our Morristown, NJ location. This is a full-time role working Monday-Friday from 8:30am-4:30pm with 2 holidays required per year in Basking Ridge working 5:30am-11:30am

Front Desk/Patient Services Coordinator

Join the IVIRMA North America network and become the welcoming face of RMA Houston growing fertility practice. As a Front Desk/Patient Services Coordinator, you will play a key role in creating a positive patient experience by greeting patients, coordinating appointments, supporting care teams, and ensuring smooth daily office operations. This position is ideal for a customer-focused professional who thrives in a fast-paced healthcare environment and enjoys building meaningful connections with patients. This is a full-time opportunity, Monday through Friday from 8:00am - 4:00pm while helping patients navigate every step of their fertility journey with compassion and professionalism. This position is slated to last until the end of November.

Job Purpose:

The Front Desk/Patient Services Coordinator serves as the first point of contact for patients and visitors, providing a welcoming and supportive environment while ensuring efficient clinic operations. This role is responsible for managing patient check-in, verifying documentation, coordinating communication, and supporting the care team to deliver high-quality reproductive health services. The ideal candidate is compassionate, detail-oriented, and thrives in a fast-paced, patient-centered environment.

Essential Functions And Accountabilities

Patient Reception & Support

• Greet all incoming patients and visitors with professionalism and empathy.
• Update patient files and guide patients through their visit according to provider appointment templates.
• Anticipate patient needs and anxieties, providing reassurance and clear communication.
• Assess scheduling conflicts and recommend solutions to optimize patient flow.

Financial & Insurance Coordination

• Collect patient payments and copays as required.
• Collaborate with the Finance team to ensure accurate and up-to-date insurance information.
• Verify patient demographic and insurance details for accuracy.

Medical Records & Communication

• Send, receive, and scan medical records using fax, electronic communication, and Carelink portal.
• Respond to patient emails and portal messages, escalating to appropriate teams when necessary.
• Send patient balances, statements, and respond to scheduling and general inquiries.
• Answer phones, return voicemails in a timely manner in accordance with office policies. Perform daily appointment confirmation calls.
• Maintain patient handouts and supplies including but not limited to education/informational materials, semen analysis kits, graduation bags, coffee bar supplies and report office supply needs to supervisor.
• Support Clinical Operations Specialist and New Patient Service Coordinator when necessary.

Scheduling Accuracy & Optimization

• Review provider assignments to ensure accurate scheduling.
• Maintain patient waitlists and track ovulation induction appointments.
• Ensure timely IVF follow-up scheduling to maximize provider utilization.

Patient Satisfaction & Issue Resolution

• Send patient satisfaction surveys to support quality improvement efforts.
• Resolve patient concerns using de-escalation techniques and positive reassurance.
• Collaborate with clinic leadership to address and resolve discrepancies when appropriate.
• Participates in the education and training of new front desk staff members. Mentor peers. Promotes a collaborative and productive environment both intra-departmentally as well as inter-departmentally.

Academic Training

• High School Diploma or GED required.

Position Requirements/Experience

• Minimum of two (2) years of clerical or administrative experience is required.
• Experience in the medical field preferred
• Associate’s degree: Or one (1) year of experience preferred.
• Bachelor’s degree: no experience required.

Technical Skills

• Customer Focus: Prioritizes patient needs and resolves issues effectively.
• Technical Expertise: Proficient in Microsoft Office and scheduling systems.
• Coachability: Open to feedback and committed to continuous improvement.
• Accountability: Meets performance expectations and supports team goals.
• Fiscal Responsibility: Understands insurance processes and budget impact.
• Coaching & Training: Supports staff onboarding and participates in staff meetings and training.
• Conflict Resolution: Navigates interpersonal challenges with professionalism.
• Problem Solving: Applies logic and intuition to resolve operational issues.

IVI-RMA offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week. (This may not be offered for temporary employment)

• Medical, Dental, Vision Insurance Options
• Retirement 401K Plan
• Paid Time Off & Paid Holidays
• Company Paid: Life Insurance & Long-Term Disability & AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• Tuition Reimbursement

About IVIRMA Global

IVIRMA is the largest group in the world devoted exclusively to human Assisted Reproduction Technology. Along with the great privilege of providing fertility care to our patients, IVIRMA embraces the great responsibility of advancing the field of human reproduction. IVIRMA Innovation, as one of the pillars of IVIRMA Global, is a renowned leader in fertility research and science. Check out our websites at: https://rmanetwork.com/ & https://www.ivirma.com/

EEO

“IVIRMA is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: IVIRMA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at IVIRMA are based on business needs, job requirements and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. IVIRMA will not tolerate discrimination or harassment based on any of these characteristics. IVIRMA encourages applicants of all ages.”