Senior Financial Services Coordinator & Manager

Benefits:

• 401(k)
• Health insurance
• Paid time off

Senior Financial Services Coordinator & Manager

Inovi Fertility & Genetics Institute | Houston, TX 77046

A meaningful role. A thoughtful patient experience. A team you can lead with confidence.

At Inovi Fertility & Genetics Institute, we believe every detail matters. Our boutique fertility practice combines advanced reproductive medicine with personalized, compassionate care, creating a patient experience built on trust, transparency, and attention to detail.

We are seeking an experienced, bilingual Senior Financial Services Coordinator who brings financial expertise, strong leadership, and a passion for exceptional patient service. This individual will play a key role in overseeing the financial operations of our front desk and patient services team, managing the clinic schedule, supervising employees, and ensuring patients receive accurate pricing information, are charged appropriately for services, and understand their financial responsibilities before proceeding with treatment.

This is a hands-on leadership position for someone who understands that the patient experience begins at the front desk and extends throughout the clinic. You will supervise employees, coordinate daily clinic scheduling, support efficient clinic operations, and ensure that staff members deliver professional, compassionate, and consistent patient service. You will also develop and implement structured training programs to strengthen financial competency, improve billing accuracy, ensure consistent payment collection, and enhance patient communication skills among both administrative and clinical staff.

The successful candidate will work closely with clinical leadership to promote effective communication between employees and patients, reinforce service standards, and ensure that every patient interaction reflects the professionalism and compassion expected at Inovi.

If you are a confident leader who can balance employee supervision, clinic scheduling, financial accountability, staff development, and sensitive patient conversations, we invite you to become part of our growing practice.

Your Role: Leading Clinic Operations and the Financial Patient Experience

You will oversee day-to-day clinic operations, including employee supervision, schedule coordination, front desk financial performance, patient services, and staff training. You will help ensure the clinic runs efficiently while maintaining high standards of financial accuracy, patient communication, teamwork, and compassionate care.

1. Clinic Scheduling, Employee Supervision & Daily Operations

• Create, manage, and maintain the clinic's daily schedule, coordinating appointments and operational needs to support efficient patient flow.
• Coordinate scheduling changes, appointment adjustments, and daily operational priorities in collaboration with physicians, clinical coordinators, laboratory personnel, and administrative staff.
• Supervise all clinic employees, providing direction, guidance, and support to promote accountability, professionalism, teamwork, and consistent performance.
• Monitor employee attendance, punctuality, task completion, and adherence to established clinic procedures, escalating performance concerns when appropriate.
• Establish clear expectations for employee responsibilities, workplace conduct, patient service, and operational efficiency.
• Ensure appropriate communication and coordination among clinical, administrative, reception, and financial services teams.
• Identify scheduling conflicts, workflow inefficiencies, and operational challenges and implement solutions to minimize disruptions to patient care.
• Monitor daily clinic operations to ensure appointments, patient check-in, financial clearance, and clinical coordination are appropriately organized.
• Provide ongoing feedback, coaching, and performance guidance to employees, identifying opportunities for professional development and improvement.
• Serve as a primary point of contact for operational questions, employee concerns, scheduling issues, and patient service escalations.
• Work closely with management and clinical leadership to improve workflows, maintain high service standards, and support the clinic's overall goals.
• Promote a professional, respectful, and collaborative workplace in which employees understand their responsibilities and are accountable for their performance.

2. Front Desk Supervision, Pricing & Payment Accountability

• Supervise and oversee front desk and patient services employees responsible for quoting prices, explaining fees, charging patients, collecting payments, and communicating financial policies.
• Ensure employees provide patients with accurate, consistent, and up-to-date pricing for consultations, procedures, fertility treatments, medications, laboratory services, and other applicable services.
• Review and monitor the accuracy of patient charges, payment collections, deposits, and transactions entered by front desk personnel.
• Establish clear expectations and procedures for communicating prices, collecting payments, documenting financial discussions, and handling patient balances.
• Verify that staff members understand the clinic's fee schedules, payment policies, insurance requirements, and financial procedures.
• Monitor daily patient schedules and coordinate with reception staff to confirm that financial estimates have been communicated and required payments have been collected or appropriately arranged.
• Review payment discrepancies, incorrect charges, missed collections, and pricing questions, taking timely corrective action when needed.
• Train, coach, and support employees to improve accuracy, consistency, productivity, and confidence when discussing financial matters with patients.
• Provide ongoing feedback and reinforce accountability for adherence to established pricing, billing, and collection procedures.
• Serve as the primary escalation point for complex pricing questions, disputed charges, payment concerns, and sensitive financial conversations.
• Work closely with management to improve front desk workflows, strengthen financial controls, and deliver a seamless patient experience.

3. Reception Staff Training, Performance & Continuous Improvement

An essential responsibility of this role is to design, implement, and maintain a structured training program that prepares front desk employees to manage patient billing and payment collection accurately, consistently, and confidently.

• Develop and implement a comprehensive training program for front desk and patient services staff covering patient pricing, fee schedules, billing procedures, payment collection, transaction documentation, and financial policies.
• Create and maintain training materials, standard operating procedures, checklists, and practical guidelines to ensure employees follow consistent processes when quoting prices, charging patients, and collecting payments.
• Train employees to explain treatment costs, deposits, insurance responsibilities, outstanding balances, and payment requirements clearly and professionally.
• Establish measurable performance standards to evaluate employee competency and effectiveness in billing patients accurately, collecting payments, preventing missed charges, and following established procedures.
• Conduct initial and ongoing training, practical competency assessments, and refresher sessions to ensure staff members understand and apply the clinic's financial procedures.
• Monitor staff performance through regular reviews of patient accounts, payment transactions, collection results, billing discrepancies, and compliance with established policies.
• Evaluate whether training translates into measurable improvements in billing accuracy, payment collection rates, reduction of missed charges, and timely resolution of outstanding balances.
• Identify individual and team performance gaps, provide targeted coaching, and implement corrective training when necessary.
• Maintain appropriate documentation of employee training, competency assessments, performance reviews, and follow-up actions.
• Continuously refine training materials and workflows based on performance trends, recurring errors, operational needs, and opportunities to improve revenue collection.
• Collaborate with management to establish meaningful performance indicators and provide updates on training effectiveness and front desk financial performance.

4. Clinical Staff Training, Patient Communication & Service Excellence

An important responsibility of this role is to support the development of effective patient communication practices across the clinical team. The Senior Financial Services Coordinator will participate in and help develop training programs that strengthen employees' ability to communicate with patients clearly, professionally, empathetically, and consistently.

• Develop, coordinate, and participate in training programs designed to improve patient communication skills among clinical staff.
• Work with physicians, nurses, clinical coordinators, laboratory personnel, and other relevant team members to promote consistent and effective patient communication.
• Help establish communication standards for patient interactions, including professionalism, empathy, clarity, responsiveness, and appropriate handling of sensitive conversations.
• Train and coach staff on techniques for communicating complex or sensitive information in a clear, respectful, and patient-centered manner.
• Reinforce the importance of active listening, appropriate tone, patient education, and compassionate communication, particularly given the emotional and personal nature of fertility treatment.
• Help clinical staff communicate appointment expectations, treatment-related information, financial responsibilities, and next steps within the scope of their respective roles.
• Identify communication gaps, recurring patient concerns, and opportunities to improve the patient experience.
• Provide constructive feedback and recommend additional training when communication practices do not meet established standards.
• Encourage consistent communication and collaboration between clinical, administrative, reception, and financial services teams to reduce misunderstandings and improve continuity of care.
• Help develop standardized communication guidelines, training materials, and practical procedures that support a consistent patient experience throughout the clinic.
• Collaborate with clinical leadership to assess training effectiveness and identify opportunities for ongoing improvement.
• Promote a culture in which every employee understands the importance of respectful, timely, accurate, and compassionate patient communication.

5. Patient Financial Counseling & Treatment Coordination

• Conduct financial consultations to help patients understand treatment costs, insurance coverage, out-of-pocket expenses, and available payment options.
• Review daily schedules to ensure patients are financially prepared before beginning treatment or undergoing procedures.
• Collaborate with physicians, clinical coordinators, and laboratory teams to align treatment plans with accurate financial estimates.
• Explain fertility treatment packages, service fees, insurance benefits, deductibles, coinsurance, and other applicable financial responsibilities.
• Develop appropriate payment arrangements and follow up on outstanding patient balances in accordance with clinic policies.
• Respond promptly and professionally to patient questions concerning pricing, billing, insurance, and payment expectations.
• Ensure patients receive consistent financial information regardless of which team member assists them.
• Handle sensitive financial conversations with empathy, discretion, and professionalism, recognizing the personal nature of fertility treatment.

6. Insurance, Billing & Revenue Cycle Management

• Oversee insurance verification, prior authorizations, and financial clearance before procedures and treatment cycles.
• Review insurance claims, denials, outstanding balances, and collection activities to support timely reimbursement and revenue cycle performance.
• Ensure charges and claims are accurate, properly documented, and compliant with applicable ICD-10 and CPT coding requirements.
• Coordinate with the billing team to ensure claims and supporting documentation are submitted accurately and promptly.
• Monitor accounts receivable, identify payment delays or discrepancies, and implement appropriate follow-up procedures.
• Identify opportunities to improve billing accuracy, payment collection, and financial reporting.
• Maintain compliance with HIPAA requirements and applicable healthcare billing regulations.
• Ensure patient charges and payment transactions are appropriately documented, reconciled, and handled according to clinic policies.

What You Bring to the Team

You are a detail-oriented financial professional and an effective people leader. You can confidently supervise employees, manage clinic scheduling, maintain high operational standards, develop training processes, and communicate sensitive financial and clinical information appropriately and compassionately.

Required Qualifications

• At least three years of experience in financial coordination, medical billing, patient financial services, healthcare administration, or a similar role within a medical practice.
• Demonstrated experience supervising, managing, or overseeing employees in a healthcare or professional services environment.
• Experience coordinating clinic schedules, appointment flow, staffing responsibilities, or daily practice operations.
• Strong experience overseeing patient pricing, fee schedules, payment collection, transaction accuracy, and financial procedures.
• Experience developing or delivering employee training, onboarding programs, standard operating procedures, or performance improvement initiatives.
• Experience supporting or delivering staff training related to patient communication, customer service, or patient experience.
• Ability to monitor employee performance, identify errors, provide constructive feedback, and ensure consistent adherence to established policies.
• Strong understanding of medical insurance billing, managed care contracts, authorizations, claims, denials, and collections.
• Knowledge of ICD-10 and CPT coding.
• Fluency in spoken and written Spanish, including the ability to conduct complete financial consultations and explain pricing and payment responsibilities in Spanish.
• Excellent communication and conflict-resolution skills, particularly when addressing billing questions, disputed charges, employee concerns, and sensitive patient matters.
• Exceptional organizational skills, attention to detail, and follow-through.
• Ability to manage competing priorities, maintain an accurate clinic schedule, and coordinate effectively across multiple departments.
• Ability to establish performance expectations, evaluate results, and hold team members accountable in a professional and supportive manner.
• Proficiency with electronic medical records (EMR) systems and Microsoft Office; QuickBooks experience is a plus.
• Ability to work independently while collaborating effectively with clinical, administrative, and billing teams.

Experience in fertility services, reproductive medicine, or women's healthcare is highly desirable.

Your Leadership Impact

Success in this role means more than keeping accounts organized. It means leading a well-coordinated clinic, maintaining an effective schedule, building a team that understands its responsibilities, and ensuring that patients consistently receive accurate financial information and compassionate care.

You will be expected to:

• Manage and maintain the clinic schedule to support efficient daily operations and a positive patient experience.
• Supervise all clinic employees and promote accountability, professionalism, teamwork, and adherence to established policies.
• Maintain direct oversight of reception and patient services employees handling patient charges, pricing, and payment collection.
• Ensure every employee follows established fee schedules and communicates financial information accurately.
• Develop, implement, and continuously improve a front desk financial training program that equips employees to bill patients accurately, communicate pricing confidently, and collect payments consistently.
• Participate in and help develop clinical staff training programs focused on effective, compassionate, and professional patient communication.
• Establish consistent communication standards and encourage collaboration between clinical and administrative teams.
• Establish clear performance expectations and measurable standards for scheduling, patient service, billing accuracy, payment collection, transaction documentation, and adherence to clinic policies.
• Evaluate the effectiveness of employee training through competency assessments, performance reviews, collection results, billing accuracy, and patient service feedback.
• Monitor daily clinic operations and financial activity, addressing scheduling conflicts, errors, missed charges, and collection gaps promptly.
• Provide ongoing coaching, constructive feedback, and additional training when performance falls below expectations.
• Promote consistent procedures for scheduling appointments, communicating prices, collecting payments, recording transactions, and resolving discrepancies.
• Build a culture of accountability, teamwork, continuous improvement, and patient-centered service.
• Serve as a dependable resource for employees, patients, and clinical leadership.
• Help create a welcoming, organized, and financially transparent patient experience from the first phone call through treatment completion.

The Work Environment

• Position: Full-time, in person
• Schedule: Monday through Friday, with rotating Saturdays
• Location: Houston, TX 77046

Compensation & Benefits

• Hourly pay: $27.00–$32.00, based on experience and qualifications
• 401(k)
• Health insurance
• Dental insurance
• Vision insurance
• Paid time off

Join Us at Inovi Fertility & Genetics Institute

At Inovi, we recognize that fertility care is deeply personal. Patients deserve financial guidance that is clear, accurate, and compassionate, and our team members deserve a leader who provides direction, support, and accountability.

We are looking for someone who can strengthen the connection between clinic operations, patient service, clinical communication, and financial performance. The ideal candidate will ensure that our schedule is well managed, our employees are properly supervised and trained, our financial processes are accurate, and our patients receive consistent, professional, and compassionate care.

If you have the experience to oversee clinic operations and front desk financial services, the leadership skills to supervise and develop employees, and the communication skills to help improve the patient experience throughout the practice, we would love to hear from you.

Application Question: Are you fluent in spoken Spanish and able to communicate professionally in writing in Spanish?

Work Location: In person, Houston, TX 77046.

My recommendation

The revised posting now clearly defines three additional areas of responsibility:

• Clinic management: Creating and maintaining the clinic schedule and supervising all employees.
• Clinical communication training: Developing and participating in programs that help clinical staff communicate with patients effectively, professionally, and compassionately.
• Financial leadership: Maintaining the original emphasis on pricing accuracy, billing, payment collections, staff accountability, and revenue cycle performance.

One important consideration: because this position now includes clinic-wide employee supervision and clinical staff training in addition to substantial financial responsibilities, it is effectively a broader clinic operations and financial services leadership role . If that reflects the actual expectations, you may eventually want to consider a title such as Senior Clinic Operations & Financial Services Coordinator . This would better communicate the scope of the position to prospective candidates while preserving your original title if preferred.