Medical Office Coordinator

Kids Place Therapy Services, LLC; Hoffman Estates (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

Kids Place Therapy Services, LLC in Hoffman Estates, IL seeks a Medical Office Coordinator to support daily administrative and financial operations of a pediatric therapy practice. You will be a primary contact for families, therapists, and staff, ensuring accurate accounts and a welcoming family experience.

The role requires 3–5 years of front office experience in a medical setting, with strong organizational skills, attention to detail, and proficiency in EHR and MS Office.

Qualifications

• Minimum 3–5 years of front office experience in a medical/healthcare setting.
• Experience with intake/referrals in pediatric healthcare (OT/PT/SLP) preferred.
• Strong knowledge of insurance terminology, benefits, copays, deductibles, and referrals including prior authorizations.

Responsibilities

• Manage patient intake and referral dashboard, including account setup and initial scheduling.
• Monitor insurance eligibility dashboard to prevent interruptions in therapy services.
• Follow up on outstanding patient balances with billing team collaboration.
• Maintain confidential patient and financial records per HIPAA and policies.
• Oversee progress notes, MD orders, and evaluation due dates."
• Coordinate administrative tasks for new patient intake, scheduling, referrals, and ongoing services.
• Respond promptly to phone, email, and family inquiries with professionalism.
• Assist office manager with operational tasks and therapist credentialing as needed.

Skills

Time management

Attention to detail

Communication skills

HIPAA compliance

Microsoft Office

EHR systems

Front office experience

Education

High school diploma

Associate degree or certificate in healthcare administration

Tools

Microsoft Office

EHR systems

Job description

Kids Place Therapy Services, LLC, located in Hoffman Estates, Illinois is seeking a Medical Office Coordinator who will support the day-to-day administrative and financial operations of our pediatric therapy practice. This position serves as a key point of contact for families, therapists, and office staff, helping ensure accurate account management, and a positive family experience.

The ideal candidate is required to have a minimum of 3-5 years of previous front office experience in a similar role. Excellent time management skills, attention to detail and the ability to work seamlessly in a fast-paced office setting is required. Experience with intake/referrals in a pediatric healthcare practice (Occupational, Physical or Speech therapy) is preferred.

Key Responsibilities

Manage intake and referral dashboard including account set up and initial scheduling

Run and maintain insurance eligibility dashboard including monitoring visit limitations to prevent interruptions in therapy services

Review and follow up on outstanding patient account balances working collaboratively with our billing team

Maintain accurate and confidential patient and financial records in accordance with HIPAA and office policies.

Manage progress note, MD order and evaluation due date dashboard

Coordinate administrative tasks related to new patient intake, scheduling, referrals, and ongoing services as needed.

Respond to phone calls, emails, and family inquiries promptly and professionally.

Support the office manager and administrative team with additional operational responsibilities, including therapist credentialing as needed.

Qualifications

High school diploma or equivalent required; Associate degree or certificate in healthcare administration, business, or a related field is required

3-5 years of experience in prior medical office experience required

Administrative experience in a Pediatric healthcare environment such as behavioral health, speech therapy, occupational therapy, or physical therapy experience is required.

Strong understanding of insurance terminology, benefits, copays, deductibles, and referral processes including prior authorizations is preferred

Excellent organizational and time-management skills.

Strong attention to detail and accuracy.

Excellent verbal and written communication skills.

Ability to communicate compassionately and professionally with parents and caregivers.

Ability to maintain confidentiality and handle sensitive patient information.

Proficiency with Microsoft Office, electronic health records (EHR) systems, and other office software.

This is a full-time position office-based position within a pediatric therapy setting. In this role you will interact regularly with families, administrative staff, and billing representatives. The position requires professionalism, reliability, and the ability to manage multiple priorities while maintaining a welcoming and family-centered environment.

We are an Equal Opportunity/Affirmative Action Employer and do not discriminate against applicants due to veteran status, disability, race, gender, gender identity, sexual orientation, or other protected characteristics. If you need special accommodation for the application process, please contact Human Resources. EEO is the law.