Practice Coordinator

KB Simple; Chicago (IL); On-site; USD 40,000 - 55,000; Full time

Job summary

KB Simple in Chicago is seeking an experienced Practice Coordinator to join their team in a fast-paced environment. This role is crucial for supporting daily operations, including patient scheduling and office administration.

The ideal candidate will have over 2 years of experience in a medical office, demonstrating exceptional customer service, strong organizational skills, and a passion for women’s health. This full-time position is based in the Chicagoland Area Clinics.

Qualifications

• 2+ years of administrative or receptionist experience in a fast-paced, customer-focused medical office.
• Strong communication skills and a team player.
• Detail-oriented with strong organizational skills.

Responsibilities

• Greet patients with a warm and friendly welcome.
• Oversee clinic schedule and assist with booking and rescheduling patients.
• Manage clinic supply inventory and communicate needs to HQ.

Skills

Administrative experience

Customer service

Strong communication skills

Detail-oriented

Job description

About the Role

As an experienced Practice Coordinator reporting to our Practice Manager, you will be working in a fast‑paced, rapidly growing environment where you will be relied on for your expertise, professionalism, and collaboration. This role is a full‑time position and is based out of our Chicagoland Area Clinics.

Responsibilities

Front Desk

• Greet patients with a warm and friendly welcome
• Check patients in and out through our EMR calendar
• Ensure all patients have an intake form & insurance information on file prior to the appointment starting
• Serve complimentary beverages to our guests & hang belongings in the closet
• Maintain clinic reception and lobby cleanliness
• Restock retail displays and maintain display cleanliness
• Merchandising and inventory projects as assigned
• Provide exceptional service representative of Kindbody

Scheduling & Billing

• Oversee clinic schedule and calendar -- assist with booking and rescheduling patients
• Troubleshoot any scheduling issues and make changes to the patient portal when needed
• Elevate scheduling concerns to the clinical team when necessary
• Handle all customer billing & insurance questions, including, but not limited to accepting payments, triaging refund requests, and providing balance and statement information
• Maintain the highest degree of ethics when handling patient payments and bill processing

General Administrative Duties

• Manage inbound customer communication (phone, email & chat) and ensure all messages are answered in a timely fashion
• Manage clinic supply inventory and communicate needs to HQ
• Maintain clear communication with HQ about overall shop operations
• Manage event preparation & set up on an as‑needed basis
• Sell packages, products, and memberships
• Other duties and projects as assigned

Who You Are

• 2+ years of administrative or receptionist experience in a fast‑paced, customer‑focused medical office
• A passion for women’s health, fertility is a plus
• Strong communication skills & a team player
• Willingness to be flexible, roll with the punches, multitask, and troubleshoot problems
• Detail‑oriented with strong organizational skills
• Exemplifies amazing customer service skills and professionalism

Nice to Have

• Experience in handling medical and insurance billing
• Desire to be actively involved in events
• Experience in front desk sales