Financial Coordinator

Ivy Fertility Chicago - Chicago, IL 60661

• Salary Range: $26.00 - $28.00 Hourly
• Level: Entry

Company Overview

Sage Fertility is an elite fertility practice dedicated to exceptional clinical outcomes and an outstanding patient experience. Guided by our shared vision, mission, and values, we strive to expand access to fertility care, deliver best-in-class results, and support patients on their journey to building a family.

Position Overview

Sage Fertility is seeking a full-time, hybrid, Financial Coordinator to guide patients through the financial side of their fertility treatment journey at our Chicago location. This role owns treatment cost estimates, Good Faith Estimates (GFEs), payment plan setup, and financing coordination — translating clinical treatment plans into transparent financial plans patients can act on with confidence.

This role does not handle insurance benefit verification or prior authorization; those functions sit with a separate Insurance Verification/Authorization team. The Financial Coordinator focuses on patient-facing financial counseling, estimate accuracy, and payment collection, and partners closely with insurance verification staff to ensure estimates reflect current benefit and authorization information.

The ideal candidate is an empathetic, detail-oriented professional who can explain complex treatment costs in plain language and build patient trust during a sensitive and often emotional process. The hybrid schedule is 2-3 days on site.

Key Responsibilities

Patient Financial Counseling & Cost Estimates

• Meet with patients to explain treatment cycle costs, package pricing, multi-cycle discounts, medication estimates, and add-on service fees
• Prepare and deliver accurate, itemized treatment cost estimates based on the patient’s clinical treatment plan
• Generate and deliver Good Faith Estimates (GFEs) in accordance with No Surprises Act requirements and clinic SOPs
• Answer patient questions about self-pay pricing, refund/cancellation policies, and what is and is not included in treatment packages
• Document financial counseling conversations and estimate details accurately in the EMR/Practice Management system
• Other duties as assigned.

Payment Plans, Collections & Financing

• Set up and manage patient payment plans in accordance with clinic policy
• Collect patient payments, deposits, and balances due prior to treatment start per protocol
• Present and coordinate third-party fertility financing and lending options for patients who qualify
• Monitor patient account balances related to active treatment cycles and proactively resolve discrepancies
• Coordinate refunds for cancelled or modified treatment cycles in line with clinic policy

Cross-Functional Collaboration

• Partner with clinical teams to obtain accurate, up-to-date treatment plans and protocol changes that affect patient cost estimates
• Coordinate with the Insurance Verification/Authorization team so cost estimates reflect current benefit and authorization status (without performing verification or authorization tasks directly)
• Work with the Billing Manager and RCM team to ensure smooth handoff from estimate/financial counseling to billing and collections
• Escalate complex financial counseling cases, patient disputes, or process issues to the Lead Financial Coordinator

Compliance & Documentation

• Ensure all cost estimates and GFEs comply with applicable federal and state price transparency regulations
• Maintain accurate, audit-ready documentation of financial counseling interactions and patient financial agreements
• Stay current on clinic pricing structures, package changes, and financing partner terms

Patient Experience

• Deliver financial conversations with empathy and clarity, recognizing the emotional and financial stakes of fertility treatment
• Build trust and rapport with patients to support treatment decision-making and reduce financial-related treatment delays
• Address patient billing and estimate concerns promptly and professionally, escalating as needed

Education & Experience

• Associate degree or equivalent experience required; Bachelor’s degree preferred
• 2+ years of experience in patient financial counseling, healthcare billing, or revenue cycle, ideally in fertility, women’s health, or another self-pay-heavy specialty
• Demonstrated experience explaining treatment costs, estimates, or payment plans directly to patients
• Working knowledge of Good Faith Estimate / No Surprises Act requirements
• Experience with fertility or medical financing/lending platforms a plus
• Proficiency with EMR and Practice Management systems; strong Excel skills preferred

Knowledge & Skills

• Exceptional interpersonal and communication skills, with the ability to explain complex costs in clear, compassionate language
• High level of discretion and sensitivity to patient privacy, financial information, and emotional circumstances
• Strong organizational skills with the ability to manage multiple patient cases and deadlines simultaneously
• Comfort with cash handling, payment processing, and basic financial reconciliation
• Professional, calm demeanor under pressure, including during difficult financial conversations
• High integrity and sound judgment in patient-facing financial matters

Ivy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.