Full-time Patient Services Coordinator/Front Desk

Boston IVF; Morristown (NJ); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

Everleap Fertility in Morristown, NJ is seeking a Front Desk/Patient Services Coordinator to be the first contact for patients and visitors. You will manage check-in, verify documentation, coordinate communications with the care team, and support scheduling and records processes.

The role requires strong attention to detail, empathy, and the ability to thrive in a fast-paced, patient-centered environment. Standard hours are Monday–Friday, with occasional early shifts to cover holidays.

Qualifications

• High School Diploma or GED required.
• Associate’s degree or 1 year of experience preferred.

Responsibilities

• 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.
• Collect patient payments and copays as required.
• Verify patient demographic and insurance details for accuracy.
• 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.
• Maintain patient handouts and supplies and support office operations.
• Mentor new front desk staff and promote a collaborative environment.

Skills

Customer Focus

Technical Expertise

Coachability

Accountability

Fiscal Responsibility

Coaching & Training

Conflict Resolution

Problem Solving

Education

High School Diploma or GED

Associate’s degree or 1 year experience preferred

Tools

Microsoft Office

Scheduling systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Morristown, NJ, US

4 days ago Requisition ID: 2739

Salary Range: $20.00 To $21.50 Hourly

Everleap Fertility 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

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:

• 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.
• 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.

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.

Everleap Fertility offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week:

Built on the legacy of RMA, Boston IVF, Conceptions, and six other leading North American fertility practices, Everleap Fertility brings together more than 200 physicians and embryologists across 60+ locations in the U.S., including 25 IVF laboratories focused on the next leap forward in reproductive medicine. Together, we have helped hundreds of thousands of patients build families for more than 40 years. As part of IVI Institute, Everleap Fertility contributes to a global community working together to advance the field and bring progress in reproductive medicine into patient care.

EEO Statement

“Everleap Fertility is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind. Everleap Fertility 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 Everleap Fertility 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. Everleap Fertility will not tolerate discrimination or harassment based on any of these characteristics. Everleap Fertility encourages applicants of all ages.”