Front Office Float

US-FL-Wesley Chapel | US-FL-Zephyrhills
# Positions
Job Status
Regular Full-Time
2352 Bruce B Downs Blvd

Job Description

PT Front Office Float

Department:              Rehabilitation Department

Job Summary:           Perform all functions of the front office as needed

Reports to:                Team Lead/Director of Rehabilitation

Position Level:          4

REQUIRES travel between Wesley Chapel and Zephyrhills


Essential Functions of the Position:


  • 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


  • Prepares referrals and obtains authorizations for Managed Care patients as needed for department
    • Obtains approval from the provider for requested services
    • Schedules appointments
    • Notifies patients of the appointments
    • Forwards clinical data to the treating provider and/or facility
    • Uses approved web tools to obtain authorizations
    • Notify therapist as patient approaches authorized maximums in referral
    • Enters referral authorization information into Practice Management System



  • 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 therapist 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 follow up appointments
    • Requests referral if needed for upcoming visits and/or testing
    • Obtains ABN forms when appropriate
    • Updates work flow event to “check out”



  • 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



  • Assist traffic at front window
    • Manages sign in sheets
    • Schedules appointments
    • Takes messages
    • Handles customer requests or needs
    • Assists vendors
    • Monitors the lobby for cleanliness and patients in distress


  • Assists traffic on phones
    • Makes appointments
    • Takes messages
    • Retrieves messages from answering machine daily
    • Calls to confirm the next day’s appointments
    • Handles customer requests or needs
    • Assists vendors
    • Directs calls to the proper individual 


  • Scans all medical record documentation into IEHR utilizing company approved cataloguing system
    • Scans incoming medical records, daily work, and paper charts into IEHR
    • Creates an imaging task as needed
    • Reports scanning errors following company approved process


Additional Responsibilities:

  • Maintain an organized and clean work area
  • 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 etiquette
  • Basic computer proficiency
  • Strong team player
  • Travel between locations
  • At least two years of experience in a medical front office


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