RECEPTIONIST

Job Summary: 

The Receptionist will greet, assist, and provide direction and information to clients, visitors, and other guests of the organization. The Receptionist will perform clerical support in an efficient manner in accordance with established procedures, and as directed by your supervisor.

Reporting Line:

The Receptionist will report directly to the Administrator or the Business Office Manager.

Duties/Responsibilities:

• Greets clients, visitors, and guests; determines the purpose of each person’s visit and directs or escorts the individual to the appropriate location.
• Maintain HIPPA and confidentiality at all times.
• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
• Performs administrative and clerical support tasks.
• Performs basic filing and recordkeeping.
• Operate paging/telephone system as required.
• Receive request from within the facility and locate personnel through paging system.
• Receive inquiries and release information in accordance with established policies and procedures.
• Maintain a current file/listing of residents by name and room number, emergency phone members of on-call personnel, department extensions, key personnel, etc.
• Maintain a current listing of critical residents and/or residents who may not receive phone calls due to their condition. (May refer such calls to Nurse Supervisor/Charge Nurse.)
• Give directions/information to visitors, guests, residents, sales representatives, etc.
• Monitor presence and location of sale representatives in the facility.
• Issue and collect identification badges as representatives sign in/out.
• Ensure guests/visitors abide by existing rules and refuse admission to persons as directed.
• Report suspicious persons/information to supervisor immediately.
• Assist with administrative duties as directed. (Includes typing, filing, posting accounts, etc.)
• Receive, sort, and distribute mail as directed.
• Operate copier, office machines, etc., as directed.
• Operate computer as directed.
• Order supplies as directed.
• Assist department directors in administrative matters. (i.e., typing reports, correspondence, etc.)
• Agree not to disclose resident’s protected health information and promptly report suspected or known violations of such disclosure to the Administrator.
• Report any known or suspected unauthorized attempt to access facility’s information system.
• Attend and participate in in-service educational classes and on-the-job training programs as directed.
• Attend and participate in workshops, seminars, etc., as approved.
• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
• Attend and participate in facility mandatory in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).\
• Ensure administrative supplies have been replenished in work areas as necessary.
• Use office supplies in an efficient manner to avoid waste.
• Request repairs for office equipment as necessary.
• Ensure that work/assignment areas are neat, clean, and office equipment is covered before leaving such areas on breaks, end of workday, etc.
• Performs other related duties and responsibilities as assigned.

 Required Skills/Abilities:

• Excellent verbal communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational and time management skills.
• Basic understanding of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite or related software.

 Education and Experience:

• High school diploma or equivalent required.
• One to two years of receptionist experience preferred.

 Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 20 pounds at times.