Check In/Out

# Positions
Office and Administrative Support
Job Status
Regular Full-Time
3665 Madaca Lane

Job Description

Check In/Out

Dept.:                          Cardiology Carrollwood

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 and charts
    • Prints encounter form, demographic verification form (DVF), other necessary forms per patient
    • Verifies eligibility of insurance
    • Ensures referral is present if needed
    • Creates labels for diagnostic charts
  • Assist traffic at front window
    • Manages sign in sheets
    • Schedules appointments in Intergy and RIS
    • Assists with medication refill requests
    • Handles customer requests or needs and takes messages
    • 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 appointments in Intergy and RIS
    • Enters recalls as needed
    • Updates work flow event to “check out”
    • Schedules all procedures and testing ordered by the physician and places on the calendar
    • Obtains authorization(s) for set procedures
    • Enrolls patients for home INR and MCOT


  • Processes charges
    • Pulls charges from pending status and reviews for accuracy including correct diagnosis
    • 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 including monitoring physician tasks
  • Handles phones and assists callers
    • Makes in office appointments
    • Handles prescription refills requests
    • Records consult requests for the physicians
    • Handles customer requests or needs and takes messages
    • 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, handles and/or distributes  messages from answering service to appropriate person
  • 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
  • Processes medical record releases as outlined in the authorization
    • Reviews record releases to ensure appropriate authorizations have been obtained
    • Prints required information and copies paper records
    • Reviews subpoenas, determine if an appearance is required
    • Creates industrial account for the responsible party if needed
    • Creates administrative charge for records release
    • Documents disclosure in Practice Management System
  • Forwards provider correspondence and/or reports to referring providers
    • Works trans-review tasks forwarded from provider
    • Electronically forwards clinical data to referring FMC providers
    • Prints and forwards clinical data to non-FMC referring providers
  • Prepares referrals and obtains authorizations for Managed Care patients per provider
    • Obtains approval from the provider for requested authorizations
    • Schedules appointments
    • Coordinates visits, pre-operative testing and surgical clearance
    • Notifies patients of the appointments
    • Forwards clinical data to the treating provider and/or facility
    • Notifies provider and patient of denied requests for authorization
    • Uses approved web tools to obtain authorizations
  • Answers and handles patient calls:
    • Takes and returns messages
    • Notifies patients of test results and instructions from provider
    • Schedules follow up appointments and procedures as ordered by provider
    • Makes follow up calls to check on patients post procedure, as needed under provider’s direction
    • Addresses and triages patient calls and needs
  • Completes the appropriate end of day processes for the covered position
    • Maintains medical equipment; ensures all equipment is calibrated, cleaned, sterilized and charged
    • Stocks and sanitizes exam rooms
    • Reviews unresolved encounters for the day
    • Reviews and posts all pending charges for the department they’re assisting
    • Empties HIPAA container into the destruction bin
    • Logs off Intergy and out of the computer at workstation and exam rooms before leaving
    • Ensures all cabinets and drawers are locked as necessary



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


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:

  • High 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
  • Medical Assistant experience is a plus!


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