Check In/Out

US-FL-Wesley Chapel | US-FL-Zephyrhills
# Positions
Job Status
Regular Full-Time

Job Description

Check In/Out

Department:                  Neurology- Wesley Chapel

Job Summary:               Manages all traffic at front window and manages check out process for clinic

Reports To:                    Office Supervisor

Position Level:               4




    • Prepares e-chart prior to visit
      • Prints encounter form, demographic verification form (DVF), other necessary forms per patient
      • Verifies eligibility of insurance
      • Ensures referral is present if needed
    • Assist traffic at front window
      • Manages sign in sheets
      • Schedules appointments
      • Takes phone messages and routes them to the appropriate person
      • Assists with medication refill requests
      • 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 and preferred pharmacy
      • Updates work flow event to “check in”
      • Notifies MA or nurse when patient is ready
      • 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
      • Reviews Intergy tasks for each patient before they leave
      • Schedules inside and outside appointments for testing and consults
      • Schedules follow up appointments
      • Enters recalls as needed
      • Requests referral if needed for upcoming visits and/or testing
      • Obtains ABN forms when appropriate
      • Updates work flow event to “check out”
      • Answers phones and makes appointments as needed
    • 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
      • Ensures the referral is attached to the visit via ailment or appointment
      • Attaches the appropriate insurances to each charge
      • Posts charges
    • Completes the end of day processes
      • Reviews and posts all pending charges for the department
      • Empties HIPAA container into the destruction bin
      • Logs off Intergy and out of the computer before leaving
      • Reviews unresolved encounters for the day
      • Prepares the “no show” letters for broken appointments
      • Prints next day appointment schedules
      • Empties HIPAA container into the destruction bin 
    • Collects and processes monies due
      • Collects co-payment amounts
      • Collects patient balance dues
      • Balances journal and locks it
      • Creates a journal for next day
      • Secures deposit and imprest funds
    • Addresses Intergy tasks in a timely manner
    • Answers phones and assists callers
    • Completes Daily Tasks
      • Checks faxes daily and routes accordingly
      • Checks email daily
      • Scans charts daily
      • Processes all medical requests in a timely manner


  • Maintains an organized and clean work area
  • Places phones on and off service at the appropriate times
  • Directs incoming faxes and mail to correct staff members
  • Participates in maintenance of front office supplies
  • Performs other incidental and related duties as required and assigned



  • 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


  • Low risk exposure to bloodborne pathogens and chemical hazards


  • High school graduate or GED equivalent
  • Strong customer service orientation
  • Excellent telephone etiquette
  • Strong team player
  • Basic computer proficiency
  • Medical office experience preferred
  • Must be willing to travel between locations


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