Finance Coordinator and Workflow Optimization Specialist

JOB SUMMARY 

The Finance Coordinator and Workflow Optimization Specialist plays a critical role in ensuring the financial integrity of patient billing while supporting the development and implementation of improved workflows throughout the organization. 

This position represents a strategic shift away from day-to-day patient-facing finance tasks toward a greater focus on workflow optimization and team development. The Specialist will lay the groundwork for a dedicated Workflow Optimization Team by assisting other staff in the use of existing operational tools, developing clear guides and procedures, and planning for future team expansion to sustain and improve optimization initiatives. 

The successful candidate will balance financial expertise with a leadership mindset focused on knowledge transfer, cross-departmental collaboration, and long-term operational improvement. 

Reports to: Associate Finance Manager, Operations Director, Founders 

KEY RESPONSIBILITIES 

Patient Financial Counseling and Coordination 

Serve as a resource for complex patient financial questions and escalations. 

Support the transition of routine patient-facing financial counseling tasks to other team members through training and process development. 

Oversee high-level insurance and billing issues that require attention. 

Medical Billing and Revenue Cycle Management 

Review and update billing data to ensure timely and accurate claim submissions. 

Oversee the accuracy and completeness of posted electronic and manual payments. 

Coordinate third-party billing processes for efficiency and compliance. 

Serve as an escalation point for complex or problematic claims. 

Workflow Optimization and Process Improvement 

Take primary responsibility for reducing personal involvement in routine patient-facing finance tasks by developing sustainable processes and training materials. 

Lay the groundwork for a dedicated Workflow Optimization Team by: 

Assisting other team members in using and maintaining existing operational tools. 

Developing clear, user-friendly guides and documentation for these tools. 

Planning onboarding approaches for future team members to enable broader support for optimization projects. 

Identify and analyze finance and non-finance workflows (including patient-facing, administrative, and operational processes) to uncover inefficiencies or bottlenecks. 

Develop and implement standardized procedures to improve accuracy, speed, compliance, and patient experience across all workflows. 

Collaborate with internal teams (finance, operations, clinical, concierge, and administrative) to ensure new workflows are communicated, adopted, and maintained. 

Conduct periodic reviews of workflows and processes to identify opportunities for improvement and update them in response to system changes, compliance requirements, or performance data. 

Champion organization-wide workflow optimization initiatives that improve cross-functional processes and enhance overall practice efficiency. 

Training and Cross-Functional Support 

Lead training sessions for finance and non-finance staff on billing, insurance procedures, and workflow optimization. 

Provide coaching and mentorship to staff in adopting new workflows and using operational tools. 

Ensure Finance Level II daily, team members complete weekly, and monthly tasks. 

Maintain work operations in compliance with policies and procedures, reporting any compliance concerns. 

Other Duties 

Produce financial, operational, and workflow performance reports as needed. 

Support ad-hoc projects and assignments as directed by management and leadership. 

Participate in rotating weekend coverage and on-call schedules. 

As assigned 

QUALIFICATIONS 

Bachelor’s Degree or equivalent combination of education and experience (minimum two years in a related role). 

Demonstrated experience in medical billing, insurance verification, and/or prior authorization processes. 

Strong understanding of medical terminology and coding (CPT, ICD-10). 

Prior experience in workflow analysis or process improvement projects strongly preferred. 

Proven ability to train, mentor, and guide others. 

High-level proficiency with Microsoft Office (especially Excel) and medical billing software. 

Exceptional verbal and written communication skills. 

Ability to produce clear, accurate financial and operational reports. 

Strong organizational and time-management skills with the ability to prioritize multiple tasks. 

Strong interpersonal skills for building effective relationships across teams. 

WORK ENVIRONMENT 

Physical setting: In-office at Generation Next Fertility. 

Schedule includes 8-hour shifts with rotating weekend and on-call coverage.