Patient Experience Coordinator / Front Desk Coordinator

Evolving Solution Services; Lombard (IL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

PTO

Simple IRA

Employee discount programs

Job summary

Evolving Solution Services seeks a warm, professional Patient Experience Coordinator / Front Desk Coordinator for our St. Charles clinic.

You will greet patients, handle check-in/check-out, schedule visits, process payments, and support the clinical team to ensure a smooth patient journey. Ideal candidates have 1–3+ years in medical front desk roles, experience with EHR and patient communications, and a customer‑focused, HIPAA‑compliant approach.

Qualifications

• 1–3+ years in medical receptionist/front desk role.
• Women’s health or primary care experience is a plus.
• Experience with check-in/check-out, scheduling, and payments.

Responsibilities

• Create a warm, welcoming experience for every patient from first contact.
• Serve as primary contact in person, by phone, email, portal, and SMS.
• Manage efficient check-in/check-out and appointment scheduling.

Skills

Medical front desk

Patient communication

Customer service

HIPAA compliance

Care coordination

Tools

EHR systems

Practice management software

Square POS

Job description

Patient Experience Coordinator / Front Desk Coordinator

About Us

We are a patient-first women’s health practice focused on providing compassionate, personalized care for women through every stage of life. Our approach combines primary care, functional medicine, and holistic women’s health with thoughtful communication, education, and a strong emphasis on identifying and addressing the root causes of health concerns.

Our Patient Experience and Front Desk team plays an important role in creating the overall patient experience. From the first phone call to check-in, throughout the visit, and through follow-up communication, this role helps ensure every patient feels welcomed, informed, cared for, and confident in their experience with our practice.

Position Summary

We are hiring a warm, professional, organized, and experienced Patient Experience Coordinator / Front Desk Coordinator to join our women’s health team.

The ideal candidate has previous experience working in a medical office and understands the importance of both efficient administrative workflows and exceptional patient service. This person will be one of the primary points of contact for our patients and will help create a seamless experience from scheduling through checkout and follow-up.

This position is responsible for patient communication, scheduling, check-in/check-out, payments, patient information, appointment coordination, and supporting the clinical team with the daily flow of the practice.

We are looking for someone who is confident, dependable, detail-oriented, comfortable in a fast-paced medical environment, and genuinely enjoys building relationships with patients.

Previous medical receptionist or medical front desk experience is strongly preferred and will be a key consideration for this position.

This is a full-time position, Monday through Thursday, in our St. Charles location.

Key Responsibilities

• Create a warm, welcoming, and professional experience for every patient from their first interaction with the practice.
• Serve as a primary point of contact for patients in person, by phone, email, patient portal, and SMS.
• Manage efficient patient check-in and check-out processes.
• Schedule and confirm appointments while helping patients select the appropriate visit type and provider.
• Manage cancellations, rescheduling, waitlists, and schedule openings.
• Communicate clearly with patients regarding appointments, paperwork, payments, services, and practice policies.
• Collect payments and process superbills as appropriate.
• Complete end-of-day reconciliation and deposits; experience with POS systems is a plus.
• Verify and accurately enter patient demographic, billing, and insurance information.
• Ensure required registration, consent, and intake forms are completed prior to appointments.
• Respond to non-clinical patient questions and appropriately route clinical questions or concerns to the nursing or provider team.
• Maintain accurate and up-to-date patient information within the EHR.
• Handle patient phone calls, portal messages, emails, and SMS communications in accordance with HIPAA requirements.
• Educate patients on available services, wellness offerings, visit types, and practice resources within the scope of the role.
• Help patients understand the next steps in their care, including scheduling follow-up appointments and completing required paperwork or labs.
• Assist with patient retention by providing consistent, timely, and thoughtful communication.
• Support the clinical team in maintaining an efficient daily patient flow.
• Coordinate closely with providers, nurses, MAs, patient care coordinators, and management.
• Assist with daily patient reminders, intake packet preparation, billing-related tasks, and other administrative responsibilities.
• Maintain an organized, clean, and welcoming front desk and patient environment.
• Identify patient concerns or barriers to care and communicate them appropriately to the management or clinical team.
• Take ownership of assigned tasks and follow through to completion.
• Assist with other administrative and patient experience responsibilities as needed to support the practice.

Qualifications

• 1–3+ years of medical receptionist, medical front desk, or healthcare patient experience required.
• Previous experience in a women’s health, functional medicine, primary care, wellness, or similar medical practice is strongly preferred.
• Experience with check-in/check-out, scheduling, patient communication, and medical office workflows.
• Strong customer service and communication skills with a warm, confident, and professional demeanor.
• Comfortable communicating with women regarding sensitive and personal health concerns while maintaining professionalism and discretion.
• Comfortable handling payments, basic reconciliation, and following established payment policies.
• Familiarity with EHR and practice management systems.
• Experience with patient portals and POS systems such as Square is a plus.
• Excellent computer skills and attention to detail.
• Ability to multitask, prioritize, and remain organized in a fast-paced environment.
• Reliable, punctual, accountable, and team-oriented.
• Ability to maintain patient confidentiality and follow HIPAA requirements.
• Positive attitude and willingness to learn the practice’s approach to functional and holistic women’s health.
• Experience in functional medicine, wellness, hormone health, or women’s health is a plus.

What We’re Looking For

The ideal candidate is someone who:

• Has strong medical front desk experience and understands the workflow of a busy medical practice.
• Understands that the front desk is about more than answering phones — it is about creating an exceptional patient experience.
• Is confident and professional when communicating with patients both in person and over the phone.
• Can balance efficiency with a warm, compassionate, and personal approach.
• Makes patients feel heard, welcomed, and taken care of.
• Takes ownership of tasks and follows through without constant supervision.
• Pays close attention to detail, especially when entering patient information, scheduling appointments, and handling payments.
• Can confidently manage multiple priorities while maintaining a positive attitude.
• Is comfortable discussing practice services and helping patients navigate their experience with the practice.
• Has a strong sense of accountability and takes pride in doing things correctly.
• Works well as part of a collaborative clinical and administrative team.
• Is adaptable and willing to learn new systems and processes.
• Is interested in learning more about functional and holistic women’s health.

Why You’ll Love Working Here

• Meaningful work supporting women through every stage of their health journey.
• Collaborative and supportive team culture.
• On-the-job training and opportunities to grow within the practice.
• Opportunities to learn about functional medicine and holistic women’s health.
• A patient-centered environment where relationships and quality of care matter.
• Competitive pay.
• PTO and Simple IRA.
• Employee discount programs.

If you have medical front desk experience, enjoy connecting with patients, and are looking for a team-oriented environment where patient experience truly matters, we would love to hear from you