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Category: Administrative/Professional (Non-Clinical)
Facility: OrthoIndy - Northwest
Department: Northwest Clinic East
Req#: 1010
Schedule: Less than Part-time (8-23 hrs)
Shift: Evening Shift
Hours: Monday-Friday 5:00pm-8:00pm, Saturday 9:00a-Noon
Job Details: High School/GED
1 year of experience required

GENERAL STATEMENT OF DUTIES:  The Front Office/Patient Intake Clerk  is responsible for checking in the patients, making sure the patient’s information is still correct and seeing that the patient is updated or registered by a Patient Intake person as soon as possible.  The intent of reception and Patient Intake Clerk are to minimize misdirected patients and visitors in order to guide them through the office efficiently and registration process.


TYPICAL PHYSICAL DEMANDS:  Work may require sitting for long periods of time, possible lifting (from deliveries), bending, walking, kneeling, stretching and stooping.  Requires hand-eye coordination, manual dexterity and normal hearing and eyesight to allow for correct input of all patients information into PenChart.  Must have the ability to handle high amounts of stress.


TYPICAL WORKING CONDITIONS:  Fast-paced Orthopaedic medical practice environment.  Occasional night and early morning hours as well as the opportunity for overtime.  Must be able to adjust and adapt to change.


EXAMPLES OF DUTIES:  (This list may not include all of the duties assigned.)


1.      Responsible for checking in patients and making sure the patient has a great registration experience from when they walk in the door.

2.      Inputting all patient demographic information into Advance MD and arriving patients in Advance MD and the patient portal.

3.      Running all face sheets out of the patient portal.

4.      Responsible for phone conversation with patients, physicians, outside venders, and fellow employees who are going to be late, looking for other doctors, making payments over the phone, looking for their disability paperwork or adding-on clinic appointments.

5.      Responsible for calling the physician in the clinic to see if a late patient can be seen, calling disability to see if their forms are ready to be picked up, calling sharecor to see if records are ready, calling numerous people upstairs to let them know their meetings are here, etc.

6.      Responsible for doing schedules at least 3 days in advance to see what a patient needs when they arrive for their appointment.  Calling on their referrals as needed and running and checking on MCD eligibility and obtaining all referrals for office visits.

7.      Responsible for running schedules in the afternoon for the next business day to check for add-ons and making sure the schedule is completely ready for the next morning.

8.      Responsible for cleaning and maintaining appearance of waiting room, front, and Patient Intake desks. Picking up trash left in waiting room and monitoring of inappropriate programs on the televisions.  Checking and tidying magazines, books, and newspapers.

9.      Must be able to communicate effectively with patients, fellow employees, physicians, physicians support staff, upper management, and visitors.  Remember the patient is always correct even if they are wrong.

10.  Responsible for maintaining our stock of all patient forms including financial policy, history and physicals, out of network, unauthorized referrals, all physiatry forms, Dr. Kunkle forms, Dr. Kollias forms, Methodist forms, self-pay policy, back, and all other forms needed.

11.  Responsible for doing patient fails in computer, making a fail log, communicating fail to appropriate parties and faxing to appointments.

12.  Responsible for faxing the correct department to add insurance into front office, adding a new primary care or referring physician or adding referral source in Advance MD so we can access it to register a patient.

13.  Responsible for taking co-pays and payments, making sure to post to correct account and making patients accurate receipts.

14.  Responsible for reconciliation at the end of the business day including: making sure cash, checks and credit card receipts are correctly in balance with the reconciliation report.

15.    Responsible for balancing out credit card machine.  Responsible for preparation of deposit ticket and taking the deposit to the bank.

16.  Responsible for scanning patient’s insurance card at every visit.

17.  Responsible for asking patients who have a balance if they can make a payment or giving them billings information to set up a payment plan.

18.  Responsible for Opening Procedures:  Make sure lights in waiting room are on, televisions are on, magazines and chairs are in order, putting schedules out on desk, making sure sign-in sheets are clear and ready to go, passing out of ‘where abouts’ list and a final run for eligibility for MCDs every morning.

19.  Responsible for Closing Procedures:  Make sure waiting room is clean, computers are off, desks are clean, drawers are secure and locked, labs that need to be sent out are called upon and waiting outside in lock box for courier to pick up, reconciliations are done, take all papers received today (disability forms, sharecor forms, papers for physicians, literature dropped off, etc.) upstairs and put in appropriate mail boxes, taking all insurance cards that were copied, financial forms that were signed and any and all paperwork to be scanned upstairs.

20.  Responsible for locking up all cash bags after they have been balanced.

21.  Responsible for organization of work time and work areas.

22.  All other duties as assigned.




Knowledge, Skills & Abilities:  Requires knowledge of insurances, referral procedures and some medical terminology to ensure we are giving the best patient experience from the time the patient walks in the door of OrthoIndy. 


Education:  High school graduate or GED.

Experience:  One year work experience, preferably in medical setting.  Knowledge of medical terminology desirable.  Word processing and computer experience.  Experience with customer service, desirable. 

OrthoIndy is an Equal Opportunity Employer

Current OrthoIndy Employees Click Here to Apply
All Other Applicants Click Here to Apply

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