Practice Coordinator

KB Simple; Swansea (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Kindbody is seeking an experienced Practice Coordinator to join a fast-paced, growing team. Based in our St. Louis Area Clinics, this full‑time role covers front desk, scheduling and billing, and general administrative duties across STL and Swansea locations.

You will greet patients, manage EMR calendar, assist with patient portal changes, and maintain a high standard of customer service while coordinating with the clinical team and HQ as needed.

Qualifications

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

Responsibilities

• Front Desk: Greet patients, check in/out, ensure intake forms and insurance on file, provide beverages, maintain reception and lobby, restock displays, manage merchandising and inventory, and represent Kindbody.

Skills

Admin experience

Customer service

Communication

Team player

Flexibility

Organization

Job description

About Kindbody

Kindbody’s mission is to make fertility and family‑building care affordable and accessible for all.

Founded in 2018, Kindbody has been recognized for technology innovation and industry leadership, has been named to CNBC Disruptor 50, Fast Company’s Brands that Matter, Forbes Best Startup Employers, Inc.’s Best In Business list of most admired companies, and the Deloitte Technology Fast 500™, which recognizes the fastest growing and most innovative technology companies in North America.

Kindbody is the leading U.S. fertility clinic network and global family‑building benefits provider for employers on a mission to make fertility care more affordable and accessible for all. Kindbody serves patients at 26 state‑of‑the‑art signature clinics and IVF labs, 400+ partner clinics, and in 113 countries around the world. Trusted by more than 140 employers, Kindbody’s physician‑led model covers the full‑spectrum of reproductive healthcare including fertility assessments, fertility preservation, genetic testing, IVF, donor and surrogacy services, adoption, postpartum care, and menopause support. Kindbody is the only fertility benefits provider that serves patients directly, delivering a seamless, integrated experience with superior health outcomes at lower cost. Kindbody has raised more than $315 million in debt and equity funding from leading investors including Perceptive Advisors, JP Morgan Chase’s Morgan Health, GV, RRE Ventures, Claritas Health Ventures, Rock Springs Capital, Distributed Ventures, Whatif Ventures and TQ Ventures.

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 St. Louis Area Clinics.

Scheduling Requirements

The Practice Coordinator role will provide coverage across both the STL and Swansea locations. The anticipated schedule will be approximately 6:30 AM–3:00 PM or 7:30 AM–4:00 PM, with a greater need for the earlier schedule (6:30 AM–3:00 PM) at the Swansea location.

The selected candidate should be comfortable working between both locations based on practice needs and scheduling requirements.

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