The Clinical Intake Representative is responsible for greeting and registering patients, verifying insurance, HMO, collecting necessary documentation, and ensuring a smooth patient intake process. This role serves as the first point of contact for patients in a primary care clinic, ensuring a welcoming and efficient experience.

1. Patient Registration & Intake

• Greet patients and assist them with check-in and check-out processes.
• Verify patient demographics and update electronic medical records (EMR).
• Collect required documents such as ID, insurance cards, and consent forms.
• Explain clinic policies, procedures, and financial responsibilities to patients.

2. Insurance Verification & Billing Support

• Verify insurance / HMO coverage, eligibility, and copayments before patient visits.
• Inform patients of out-of-pocket costs and payment options.
• Collect copays, deductibles, and outstanding balances at check-in.
• Work closely with the billing department to resolve insurance discrepancies.

3. Appointment Scheduling & Coordination

• Schedule, reschedule, and confirm patient appointments.
• Ensure proper coordination with healthcare providers and specialty referrals.
• Communicate appointment reminders and follow-up instructions to patients.

4. Patient Experience & Communication

• Provide excellent customer service and address patient inquiries professionally.
• Maintain patient confidentiality and adhere to HIPAA regulations.
• Assist with language interpretation services if needed.

5. Administrative & Clerical Duties

• Maintain accurate patient records in the EMR system.
• Prepare and distribute intake forms, consent documents, and medical history forms.
• Monitor and manage the clinic’s waiting area, ensuring a comfortable patient experience.
• Assist in handling incoming calls, emails, and messages related to patient intake.

Education & Experience:

• Health allied graduate.
• Associate’s degree or certification in medical administration or healthcare-related field preferred.
• 1-2 years of experience in a healthcare setting (front office, registration, or medical receptionist).

Skills & Competencies:

• Strong knowledge of medical terminology and insurance verification processes.
• Proficiency in electronic medical records (EMR) systems.
• Excellent customer service, communication, and problem-solving skills.
• Ability to multi-task and work in a fast-paced clinic environment.
• Strong attention to detail and data accuracy.