Clinic Coordinator

Clinic Coordinator / Front Desk Lead Anointed Hands Wellness | New Lenox, Illinois Full-Time Join Our Team Anointed Hands Wellness is seeking an experienced, dependable, and proactive Clinic Coordinator / Front Desk Lead to manage our front desk and patient experience while helping coordinate the day-to-day operations of our growing physical therapy and wellness practice. This position is ideal for an experienced healthcare front-office professional who is ready to move beyond a traditional receptionist role and take on greater responsibility, independence, and ownership. You will be the first point of contact for many of our patients and an important part of keeping the clinic organized, productive, welcoming, and running smoothly. We are looking for someone who doesn't just ask: "What do you need me to do?" We want someone who also thinks: "What needs to be done next?" What You'll Be Responsible For Front Desk & Patient Experience You will take primary responsibility for the daily front desk and patient experience, including: Warmly greeting and checking patients in and out. Answering incoming calls professionally. Returning missed calls and voicemails. Responding to patient texts and electronic inquiries. Scheduling new patients and follow-up appointments. Making sure patients are appropriately scheduled before leaving. Managing cancellations and rescheduling. Maintaining and utilizing the patient waitlist. Identifying open appointment times and proactively helping fill the schedule. Communicating appointment changes to patients and providers. Answering routine patient questions. Addressing concerns professionally and escalating when appropriate. Maintaining an organized, welcoming front-office environment. Scheduling & Clinic Flow An organized and productive schedule is a major responsibility of this position. You will: Monitor the schedule throughout the day. Identify upcoming openings and cancellations. Contact appropriate patients to fill open appointments. Maintain the cancellation/waitlist process. Prepare for new patient evaluations. Review the following day's schedule. Identify potential scheduling problems before they become problems. Help maintain efficient patient flow throughout the clinic. Our goal is not simply to manage the schedule. Our goal is to maximize access for patients while protecting the productivity of the clinic. Insurance, Authorizations & Billing Support Responsibilities may include: Verifying insurance eligibility and benefits. Obtaining and tracking insurance authorizations. Monitoring visit limits and authorization expiration dates. Obtaining referrals when required. Collecting copays, deductibles, coinsurance, and outstanding patient balances. Processing patient payments. Communicating financial policies professionally. Maintaining accurate insurance information. Scanning and uploading insurance documentation. Supporting billing follow-up as trained. Identifying billing or insurance issues and communicating them promptly. Physician & Referral Coordination You will help maintain strong communication between our clinic and referring providers by: Faxing Plans of Care and other required documentation. Tracking outstanding physician signatures. Following up with physician offices. Obtaining prescriptions and referrals when needed. Maintaining accurate documentation of communication. Helping maintain physician and referral contact information. Assisting with physician office outreach and relationship-building activities. Wellness Services & Patient Education Anointed Hands Wellness provides both physical therapy and wellness services. The Clinic Coordinator / Front Desk Lead will learn our wellness services so that you can confidently: Answer basic patient questions. Schedule wellness services. Explain current clinic promotions. Introduce patients to appropriate wellness options. Assist with monthly wellness campaigns. Help patients understand how to schedule or learn more about available services. This is an educational and service-focused approach—not high-pressure selling. Marketing & Community Outreach This position will also support clinic growth through activities such as: Asking satisfied patients for Google reviews. Helping collect testimonials. Maintaining current in-office promotional materials. Assisting with monthly marketing campaigns. Preparing materials for community events. Participating in wellness events and health fairs. Assisting with physician office visits and referral outreach. Helping prepare patient education and promotional materials. Supporting clinic events and community partnerships. Clinic Operations As the Clinic Coordinator / Front Desk Lead, you will help ensure the clinic is prepared and organized each day. Responsibilities include: Opening and closing responsibilities. Maintaining front-office organization. Monitoring office and clinic supplies. Restocking as needed. Assisting with inventory. Preparing for the following business day. Keeping patient-facing areas clean and professional. Helping maintain smooth communication between providers and support staff. Recognizing operational issues and helping develop solutions. What We're Looking For Required Experience 2+ years of healthcare, medical, rehabilitation, dental, chiropractic, or similar patient-facing office experience. Previous experience managing a busy appointment schedule. Experience communicating directly with patients by phone and in person. Experience collecting payments and discussing patient financial responsibilities. Strong computer and technology skills. Excellent written and verbal communication skills. Strongly Preferred 3–5 years of healthcare front-office experience. Physical therapy, rehabilitation, chiropractic, or outpatient medical office experience. Insurance verification experience. Prior authorization experience. Experience with referrals and physician communication. Experience collecting copays, deductibles, and patient balances. Experience filling cancellations and managing waitlists. Experience training or helping onboard other employees. Experience working independently in a small healthcare practice. Previous office-manager experience is welcome but is not required. We are especially interested in experienced Front Desk Coordinators, Medical Office Coordinators, Patient Care Coordinators, Lead Receptionists, or similar professionals who are ready to take the next step into greater operational responsibility. The Person Who Will Thrive Here Experience matters, but how you work matters just as much. Our ideal candidate is: Dependable. Warm and professional. Highly organized. Detail-oriented. Confident communicating with patients. Comfortable multitasking. Able to prioritize independently. Resourceful. Comfortable making routine decisions. Willing to ask questions when necessary. Quick to learn new systems. Able to receive feedback and apply it. Proactive rather than reactive. Someone who follows through and pays attention to details. Someone who notices what needs attention and gets it done without direction. Someone who takes responsibility for solving problems instead of simply pointing them out. You do not need to know everything when you start. We will train you on our specific systems and procedures. We do expect you to learn, retain what you are taught, use available resources, and become increasingly independent. What Success Looks Like Within your first 90 days, our goal is for you to become confident managing the routine operations of the front office with minimal supervision. A successful Clinic Coordinator / Front Desk Lead: Keeps patient communication from falling through the cracks. Maintains an accurate and productive schedule. Follows tasks through to completion. Recognizes problems and takes steps to solve them. Keeps the clinic organized. Communicates proactively. Creates an exceptional patient experience. Supports the clinical team. Helps promote clinic services and community relationships. Anticipates what needs to happen next. Most importantly, you should gradually become someone the owner and clinical team can trust to say: "I've got it." Compensation & Benefits Starting compensation: $23.00 and up Full-time position 10 days of PTO, accrued according to company policy 6 paid holidays 30, 60 and 90-day introductory and performance review period Opportunity for compensation growth based on performance, increased responsibility, and demonstrated success in the position Growth Opportunity We are looking for someone interested in growing with Anointed Hands Wellness. For the right individual, this position has the opportunity to develop into increased responsibility for areas such as: Clinic operations Staff coordination Training and onboarding Referral development Marketing initiatives Operational projects Practice growth #J-18808-Ljbffr Anointed Hands Physical Therapy & Fitness