Patient Care Coordinator/ Front Desk

About LIVbetter

LIVbetter is a provider-based ambulatory infusion center in Wheaton, Illinois, focused on providing patients with a comfortable, personalized infusion experience while working closely with referring physician offices.

We are looking for a highly organized, professional, and personable Patient & Referral Coordinator to join our growing team. This role combines front-desk patient services, scheduling, referral coordination, insurance verification, and administrative operations.

The ideal candidate is someone who is detail-oriented, comfortable communicating with patients and medical offices, able to multitask in a healthcare environment, and takes ownership of getting things done without needing constant supervision.

What You'll Do

Patient & Front Desk Responsibilities

• Greet patients and provide a warm, professional experience
• Check patients in and out
• Collect patient payments
• Manage appointment scheduling
• Send appointment confirmations and reminders
• Ensure new-patient paperwork is completed
• Communicate with patients by phone, text, and email
• Answer incoming calls and respond to general patient questions
• Assist patients with scheduling and administrative needs
• Provide snacks, water, and other basic patient comforts
• Send post-visit thank-you and review-request messages
• Maintain a clean, organized, and welcoming front-desk and patient environment

Referral Coordination

• Receive and process referrals from physician offices
• Download and organize incoming referral documentation
• Create new patient charts
• Upload physician orders and supporting medical records
• Review referrals for completeness
• Ensure required documentation such as recent office notes, labs, and insurance information has been received
• Request missing documentation from referring offices
• Communicate with physician offices regarding referral status
• Maintain accurate referral tracking
• Keep track of where each referral is in the process

Insurance Verification & Patient Financial Communication

• Submit insurance verification requests through our designated verification partner
• Provide medication/J-code information needed for benefit verification
• Track insurance verification and authorization status
• Communicate expected patient responsibility to patients using approved clinic procedures
• Follow up on outstanding insurance information
• Escalate unclear or unusual insurance situations appropriately

Scheduling & Infusion Preparation

• Schedule patients once referral, insurance, and clinical requirements have been met
• Confirm patient attendance before scheduled infusion appointments
• Coordinate medication-order readiness according to clinic procedures
• Maintain accurate appointment and referral status
• Communicate with the clinical team regarding upcoming patients

Administrative Operations

• Maintain referral and revenue trackers
• Track referral sources and referral status
• Check and distribute incoming mail
• Route paper checks, EOBs, and other financial documents to the appropriate billing personnel
• Monitor office supplies and patient snacks
• Maintain bathroom, staff room, and common areas
• Help ensure treatment rooms and the clinic are clean, organized, and ready for patients
• Assist with opening and preparing the clinic each day
• Support general administrative tasks as needed

What You Will NOT Be Responsible For

You will work closely with our clinical and billing teams, but this position will not be responsible for:

• Administering medications or infusions
• Making clinical decisions
• Providing medical advice
• Managing claims or denials
• Managing appeals or accounts receivable
• Independently making clinical coverage determinations

What We're Looking For

• Previous experience in a medical office, infusion center, specialty practice, hospital, or healthcare administrative setting preferred
• Experience with insurance verification and benefits is strongly preferred
• Experience working with physician referrals and medical records preferred
• Strong attention to detail
• Excellent communication and customer-service skills
• Comfortable speaking with patients, physician offices, and insurance-related representatives
• Strong organizational and follow-through skills
• Ability to manage multiple priorities in a busy environment
• Comfortable learning new healthcare software and systems
• Professional, friendly, and confident demeanor
• Ability to work independently and take ownership of responsibilities
• Reliable and punctual
• Comfortable handling sensitive patient information and maintaining HIPAA confidentiality

The Ideal Person

We're looking for someone who doesn't just sit at the front desk waiting for the next task.

You should be someone who sees that a referral is missing a lab and takes the initiative to get it, notices that tomorrow's patient hasn't confirmed and reaches out, sees that supplies are running low and takes care of it, and keeps the referral pipeline organized without needing to be reminded.

You will be an important part of keeping the clinic running smoothly.

Schedule

Full-time, on-site position in Wheaton, IL.

Tuesday-Friday 9 am to 3 pm

This position does not offer medical or dental benefits.

Clinic hours may vary based on patient volume and scheduling needs.

Pay: $18.00 - $23.00 per hour

Expected hours: 24.0 per week

Benefits:

• Paid time off

Work Location: In person