Front Office Coordinator

Position Overview

Greater Purpose and Core Values: Athletico’s Greater Purpose is to empower people, inspire hope and transform lives. We accomplish this by providing exceptional, progressive, and cost-effective fitness, performance and rehabilitative services through personalized care that emphasizes education and prevention of future injury. This is accomplished through building on our Core Values of one team, understanding our business, recognition, people-focused, accountability, continuous innovation and trust and integrity, which are the foundation for our unique culture.

The Patient Experience Coordinator (PEC) ensures accurate patient intake and financial clearance processes, delivering a seamless and exceptional front-office experience while maintaining compliance, safeguarding data integrity, and supporting revenue cycle performance. This role reports directly to the Clinic Manager and collaborates closely with clinical teams, while receiving functional and technical support from the Patient Experience Specialist (PES).

• Deliver an exceptional front-office experience by greeting patients warmly, resolving issues promptly, and ensuring positive interactions at every touchpoint.
• Accurately complete patient intake and registration, including demographic verification, insurance eligibility, and authorization requirements, to maintain data integrity and compliance.
• Educate patients on financial responsibilities, payment options, and digital tools (e.g., patient portal) to improve transparency and engagement.
• Collect time-of-service payments and meet established collection targets to support revenue cycle performance.
• Manage clinic scheduling workflows to optimize provider availability and patient access, ensuring alignment with organizational standards.
• Monitor and achieve key performance indicators (KPIs) for registration accuracy, insurance verification turnaround, and patient satisfaction.
• Collaborate with Patient Experience Specialists (PES), Billing, and Clinical Operations teams to resolve complex insurance or scheduling issues and elevate as needed.
• Utilize EMR systems, dashboards, and reporting tools to track patient outcomes, identify discrepancies, and support continuous improvement initiatives.
• Coordinate communication of patient progress notes and plans of care to referral sources in a timely and accurate manner.
• Support clinic engagement by organizing patient milestone celebrations and community-building activities in partnership with the clinical team.
• Participate in ongoing training and cross‑training programs to maintain proficiency in front‑office operations and contribute to team flexibility.
• Organize activities (e.g., patient’s goal celebrations, holiday celebrations) in coordination with the clinical team.
• Provide Rehab Aide cross training on front office duties.

• Education:
  • High School Diploma or GED
• Knowledge and Technical
  
  Skills:
  
  
  • Excellent customer service skills
  • Proficient with the use of Microsoft Office, Outlook and Excel
  • Knowledge of healthcare insurance benefits and coverage preferred
  • Experience with requesting and managing customer payments preferred
• Work Experience
  • 1‑2 years of customer service required
  • 1‑2 years of healthcare administration preferred

• Demonstrated ability to deliver exceptional customer service and resolve issues promptly in a high‑volume, patient‑facing environment
• Proficiency in electronic medical record (EMR/EHR) systems and scheduling platforms; ability to navigate dashboards and reporting tools for data accuracy
• Strong understanding of insurance verification processes
  , prior authorization requirements, and financial clearance workflows
• Working knowledge of HIPAA compliance and patient privacy standards
• Skilled in Microsoft Office Suite (Outlook, Excel, Word) and collaboration tools (Teams); ability to learn new technologies quickly
• Excellent written and verbal communication skills, including the ability to explain financial responsibilities and digital tools to patients clearly
• Strong organizational and time management skills with attention to detail and accuracy in data…