Front Office Coordinator Health In Balance Physical Therapy, Fitness & Wellness - Mequon, WI Health In Balance Physical Therapy, Fitness & Wellness has proudly served the Mequon community for more than 22 years. We believe healthcare should focus on the whole person, not simply an injury or diagnosis. Our team works to help people move better, feel better, and stay active through personalized, conservative care whenever possible. Our services include adult and pediatric physical therapy, personal training, massage therapy, dry needling, wellness services, and specialty programs designed to help our patients live healthier, more active lives. About the Position We are looking for a caring, organized, dependable Front Office Coordinator to join our team. Our front office team plays an important role in the patient experience. You are often the first person a new patient speaks with and the first face they see when they walk through our doors. Starting physical therapy or navigating healthcare can sometimes feel overwhelming, so we are looking for someone who can make patients feel welcomed, heard, and cared for from the very beginning. This position combines exceptional customer service with healthcare administration, scheduling, insurance verification, payment collection, and day-to-day clinic support. The right person will be friendly and compassionate while also being highly organized, detail-oriented, comfortable solving problems, and able to keep things moving in a busy outpatient clinic.

Responsibilities Include:

Welcome patients and create a friendly, positive experience from the moment they contact the clinic Answer incoming phone calls, respond to patient questions, and route requests appropriately Complete new patient intake by phone and in person Schedule and reschedule appointments while helping maximize provider schedules and patient visit opportunities Verify insurance eligibility and benefits and communicate relevant information to patients Collect copays, coinsurance, deductibles, and outstanding patient balances Check patients in and out and ensure demographic and insurance information remains accurate Communicate with providers regarding scheduling concerns, cancellations, and patient needs Assist with tracking Medicare plans of care and other administrative requirements Process medical record requests Maintain accurate patient and administrative records Assist with inventory and office supplies Handle incoming and outgoing mail and packages Stay informed about current clinic services, programs, promotions, and marketing campaigns Keep front office, gym, and treatment areas clean, organized, and welcoming Maintain patient confidentiality and HIPAA compliance Provide administrative support to the Business Manager, Owner, and clinical team Perform general office and data-entry duties as needed What We're Looking For Our ideal candidate is someone who genuinely enjoys helping people and takes pride in making things run smoothly.

Qualifications include:

Previous front office, medical office, healthcare, or similar administrative experience preferred Excellent customer service and interpersonal skills Strong organizational and multitasking abilities Exceptional attention to detail and accuracy Comfortable learning scheduling, electronic medical record, insurance, and other healthcare software systems Strong computer skills, including experience with Microsoft Office or similar applications Clear and professional written and verbal communication Ability to handle difficult or sensitive situations calmly and professionally Ability to work independently while also being an engaged member of a team Strong problem-solving skills and the ability to recognize opportunities to improve schedules and clinic efficiency Dependable, adaptable, and willing to jump in where needed Healthcare experience is helpful, but just as important to us is finding someone with the right combination of warmth, initiative, attention to detail, and follow-through. Why Health In Balance? We are an independently owned healthcare practice that has been part of the Mequon community for more than two decades. We value relationships—with our patients and with one another—and believe that a welcoming environment and exceptional service are an important part of excellent healthcare. If you enjoy connecting with people, solving problems, staying organized, and being part of a team that genuinely cares about its patients, we'd love to hear from you. To be considered for this position, please include a cover letter with your resume telling us a little about yourself and why you think you would be a great fit for Health In Balance. This job description is intended to describe the general nature of the position and is not an exhaustive list of all responsibilities. Duties may evolve based on the needs of the clinic.

Job Type:

Part-time Pay:

$16.00 - $18.00 per hour Expected hours: 15.0 - 25.0 per week

Benefits:

Employee discount

Experience:

Customer Service:

3 years (Required) Shift availability: Day Shift (Required) Ability to

Commute:

Mequon, WI 53092 (Required)

Work Location:

In person