Check In/Out

US-FL-Land O'Lakes
# Positions
Job Status
Regular Full-Time

Job Description

Check In/Check Out

Department:              Ophthalmology

Job Summary:           Manages the check-in and check-out process functions in the department.

Reports to:                 Manager

Position Level:           4



Essential Functions of the Position:

  • Prepares e-chart prior to visit
    • Prints encounter form, demographic verification form (DVF), other necessary forms per patient
  • Assist traffic at front window
    • Manages sign in sheets
    • Schedules appointments
    • Assists with medication refill requests
    • Assists in administering Visual Field Testing
    • Handles customer requests or needs
    • Assists vendors
    • Monitors the lobby for cleanliness and patients in distress
  • Completes patient check in processes
    • Distributes and collects new patient forms
    • Verifies HIPAA and Privacy signatures are obtained
    • Confirms photo ID is scanned into Intergy
    • Confirms insurance cards are scanned into Intergy and keyed correctly
    • Obtains patient signature on DVF at each visit
    • Updates patient demographics as needed, including insurance
    • Updates work flow event to “check in”
    • Records “no show” appointments in the system
  •  Assists patients and providers at the conclusion of the patient’s visit
    • Obtains patient signature for record releases and other forms as necessary
    • Schedules follow up appointments
    • Provides copies of names for prescribed specialists
    • Enters recalls as needed
    • Updates work flow event to “check out”
  • Processes charges
    • Pulls charges from pending status and reviews for accuracy
    • Creates ailments if an appropriate ailments doesn’t already exist
    • Ensures modifiers are in place as appropriate
    • Attaches the appropriate insurances to each charge
    • Posts charges and apply pre-collected payments 
  • Collects and processes monies due
    • Collects co-payment amounts
    • Collects patient balance dues
    • Balances user journal and prepares cash reconciliation form
    • Secures deposit and imprest funds
  • Addresses Intergy tasks in a timely manner
  • Answers phones and assists callers when primary responsibilities allow
    • Directs calls to proper individuals
    • Takes messages
  • Completes the end of day processes
    • Prints next day appointment schedules
    • Empties HIPAA container into the destruction bin
    • Logs off Intergy and out of the computer before leaving


Additional Responsibilities:

  • Directs incoming faxes and mail to correct staff members
  • Maintains an organized and clean work area
  • Participates in maintenance of front office supplies
  • Performs other incidental and related duties as required and assigned


Physical and Mental Demands:

  • Normal physical ability; able to sit for long periods
  • Normal concentration and normal complexity of decision making
  • High level verbal and written communication skills
  • Above average ability to manage multiple tasks simultaneously


Occupational Exposure:

  • Low risk exposure to bloodborne pathogens and chemical hazards


Job Qualifications:

  • High school graduate or GED equivalent
  • Strong customer service orientation
  • Excellent telephone  and business etiquette
  • Strong team player
  • Basic computer proficiency
  • Previous medical office experience helpful



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