Patient Services Coordinator​/Front Desk

IVI RMA North America has a need for a Front Desk/Patient Services Coordinator for our Morristown, NJ location. This is a full-time role working Monday-Friday from 8:30am-4:30pm with 2 holidays required per year in Basking Ridge working 5:30am-11:30am

Join the IVIRMA North America network and become the welcoming face of RMA Houston growing fertility practice. As a Front Desk/Patient Services Coordinator, you will play a key role in creating a positive patient experience by greeting patients, coordinating appointments, supporting care teams, and ensuring smooth daily office operations. This position is ideal for a customer-focused professional who thrives in a fast-paced healthcare environment and enjoys building meaningful connections with patients.

This is a full-time opportunity, Monday through Friday from 8:00am - 4:00pm while helping patients navigate every step of their fertility journey with compassion and professionalism. This position is slated to last until the end of November.

The Front Desk/Patient Services Coordinator serves as the first point of contact for patients and visitors, providing a welcoming and supportive environment while ensuring efficient clinic operations. This role is responsible for managing patient check-in, verifying documentation, coordinating communication, and supporting the care team to deliver high-quality reproductive health services. The ideal candidate is compassionate, detail-oriented, and thrives in a fast-paced, patient-centered environment.

• Greet all incoming patients and visitors with professionalism and empathy.
• Update patient files and guide patients through their visit according to provider appointment templates.
• Anticipate patient needs and anxieties, providing reassurance and clear communication.
• Assess scheduling conflicts and recommend solutions to optimize patient flow.

• Collect patient payments and copays as required.
• Collaborate with the Finance team to ensure accurate and up-to-date insurance information.
• Verify patient demographic and insurance details for accuracy.

• Send, receive, and scan medical records using fax, electronic communication, and Carelink portal.
• Respond to patient emails and portal messages, escalating to appropriate teams when necessary.
• Send patient balances, statements, and respond to scheduling and general inquiries.
• Answer phones, return voicemails in a timely manner in accordance with office policies. Perform daily appointment confirmation calls.
• Maintain patient handouts and supplies including but not limited to education/informational materials, semen analysis kits, graduation bags, coffee bar supplies and report office supply needs to supervisor.
• Support Clinical Operations Specialist and New Patient Service Coordinator when necessary.

• Review provider assignments to ensure accurate scheduling.
• Maintain patient waitlists and track ovulation induction appointments.
• Ensure timely IVF follow-up scheduling to maximize provider utilization.

• Send patient satisfaction surveys to support quality improvement efforts.
• Resolve patient concerns using de-escalation techniques and positive reassurance.
• Collaborate with clinic leadership to address and resolve discrepancies when appropriate.
• Participates in the education and training of new front desk staff members. Mentor peers. Promotes a collaborative and productive environment both intra-departmentally as well as inter-departmentally.

• High School Diploma or GED required.

• Minimum of two (2) years of clerical or administrative experience is required.
• Experience in the medical field preferred
• Associate’s degree:
  Or one (1) year of experience preferred.
• Bachelor’s degree: no experience required.

• Customer Focus:
  Prioritizes patient needs and resolves issues effectively.
• Technical Expertise:
  Proficient in Microsoft Office and scheduling systems.
• Coachability:
  Open to feedback and committed to continuous improvement.
• Accountability:
  Meets performance expectations and supports team goals.
• Fiscal Responsibility:
  Understands insurance processes and budget impact.
• Coaching & Training:
  Supports staff onboarding and participates in staff meetings and training.
• Conflict Resolution:
  Navigates interpersonal challenges with…