Check In/Out

# Positions
Office and Administrative Support
Job Status
Regular Full-Time
38135 Market Square

Job Description

Check In/Out Clerk

Dept.:                          Cardiology Zephyrhills

Job Summary:           Manages all aspects of the front office functions in the department.

Reports to:                 Office Supervisor

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
    • Verifies eligibility of insurance
    • Ensures referral is present if needed
  • Assist traffic at front window
    • Manages sign in sheets
    • Schedules appointments
    • 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 and prepares the letters
  • 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 consults
    • Schedules follow up appointments
    • Enters recalls as needed
    • Updates work flow event to “check out”
    • Schedules all procedures ordered by the physician
    • Obtains authorization(s) for set procedures
  • 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
  • Collects and processes monies due
    • Collects co-payment amounts
    • Collects all patient balance dues
    • Balances journal and locks it
    • Creates a new journal for next day
    • Secures deposit and imprest funds
  • Addresses Intergy tasks in a timely manner
  • Answers phones and assists callers
    • Makes in office appointments
    • Takes messages
    • Records consult requests for the physicians
    • Handles customer requests or needs
    • Directs calls to proper individual
  • Places phones on and off service at the appropriate times
    • Places a test call to ensure service is working after placing on service
    • Retrieves messages from answering service to appropriate person
    • Distributes messages from answering service to appropriate person
  • Completes the end of day processes
    • Reviews unresolved encounters for the day
    • Reviews and posts all pending charges for the department
    • Prints the next day appointment schedules
    • Empties HIPAA container into the destruction bin
    • Logs off Intergy and out of the computer before leaving


Additional Responsibilities:

  • Maintains an organized, clean work area and puts away supply orders
  • Directs incoming faxes and mail to correct staff members
  • Participates in maintenance of office supplies
  • Performs other incidental and related duties as required and assigned
    • Assists with scanning when needed
    • Assists physicians with requests for assistance in exam room, needed records or additional paperwork needed
    • Assists patients in completing paperwork when needed or asked


Physical and Mental Demands:

  • Normal physical ability; able to sit for long periods of time
  • Normal concentration and normal complexity of decision making
  • High level verbal and written communication skills
  • Above average ability to manage multiple tasks and priorities 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 etiquette
  • Basic computer proficiency
  • Strong team player
  • Time management: ability to organize and manage multiple priorities
  • At least one year of related experience is preferred


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