Intake Specialist


Fast-paced physician group providing excellence in cardiovascular care seeking a friendly, customer service oriented and reliable Intake Specialist with strong knowledge of insurance and attention to data accuracy.  Formal training and/or certification or a minimum of 1 year previous medical office experience required. Must be able to multi-task. This is a full-time weekday position. Competitive pay with group health insurance, dental, vision, paid holidays, vacation and sick time accruals, uniform allowance, 401K retirement plan.

Position Summary

            Promotes a professional practice image by efficient performance to facilitate the smooth flow of patients and work throughout the organization.  Receives and registers patients and visitors in a prompt and courteous manner; manages the telephone, schedules appointments, prepares charts, collects patient payments, processes forms.

 Job Responsibilities

·         Greets patients and visitors in a friendly, timely and professional manner, whether in person or via telephone, determines their needs and responds accordingly.

·         Obtains and enters current & accurate demographic and insurance data, including insurance cards into patient registration system prior to EMR check-in.

·         Obtains signed financial policy and HIPAA authorizations on all new and annual patients.

·         Verifies medical insurance coverage and documents benefits information.

·         Demonstrates working knowledge of medical insurance terminology and primary v secondary, etc

·         Collects money at check-in in accordance with window collection policy.

·         Maintains secure and accurate patient payments

·         Prepares daily deposit of office co-pays collected.

·         Utilizes EMR and PM system accurately.

·         Schedules patient appointments according to policy as needed. Ensures physician template is followed; responds to patient referral requests within 48 hrs.

·         Prepares EMR charts for clinic’s schedule assigned, obtaining medical records prior to appointment

·         Reminds each patient of their appointment for the following day and provides complete instructions for the visit; notifies patient of applicable payment due.

·         Follow-up on patient no-shows; send reminder notices when appropriate.

·         Follow confidentiality and HIPAA privacy rules

·         Accepts and signs for mail parcels and other deliveries, notifying recipient immediately of their arrival.

·         Maintains an orderly, neat and clean front desk area and waiting room.

·         Perform any other services deemed reasonable by physician or supervisor.


            Education and Experience:  High school diploma or equivalent. A minimum of one year experience in a medical office or other healthcare setting. 

            Knowledge:  Modern operational methods inherent to a medical practice; clerical equipment, operations and processes; must have basic understanding of medical terms and abbreviations; usage of computer systems; the mechanics of health insurance and PPO networks; various medical forms, reports and processing methods; patient confidentiality/HIPAA regulations; possess a fundamental knowledge of basic billing procedures.

Abilities:  Make a great first impression and sustain it; utilize telephone etiquette and professionalism; exhibit strong interpersonal skills; follow set routines and be alert to variations to act accordingly; establish and maintain cooperative relationships with staff members; create a responsive, caring environment for patients; respond promptly to physicians’ directions; maintain medical records in a concise and accurate manner; react quickly in emergency situations; recognize and prevent possible safety hazards; exercise independent judgment; communicate clearly and concisely; process a variety of medical reports; understand and enforce the financial policy of the practice and recognize and correct costly data capture errors; fosters a positive working environment that is responsive to patient needs.

Note:  This description indicates in general terms the type and level of work performed and responsibilities held by the employee(s).  Duties described are not to be interpreted as being all-inclusive.

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