Receptionist

The Receptionist position is responsible for staffing the front desk and fulfilling duties surrounding the front desk at the facility.  This position is also responsible for providing clerical duties for the facility across multiple departments.  This person actively interacts with visitors, providers, guests, family members, and staff.  The ideal candidate is genuine with providing exceptional customer service, multi-tasking, clerical work, and strong inter-personal skills.  These duties include, but are not limited to greeting guest, scheduling appointments, answering phones, organizing and maintaining accurate unit and resident records, facilitating communication between staff and departments, and providing customer service to residents, visitors, and partners.  The ideal candidate is detail-oriented, organized, possesses strong professional communication skills, and able to multitask in a fast-paced healthcare environment.

Minimum Qualifications

• High school diploma or equivalent required; College level degree preferred.
• 1–2 years of experience in a healthcare clerical or staffing role (preferably in a long-term care or nursing home setting).
• Familiarity with staffing software and electronic health records (EHRs).
• Proficient in Microsoft Office (especially Excel, Word).
• Excellent organizational, communication, and problem-solving skills.
• Ability to prioritize tasks, multitask, and work with minimal supervision.
• Understanding of HIPAA and state/federal labor regulations for long-term care staffing.

• Provide support to staff and ensure appropriate maintenance of the facility’s front desk:
• Greet and assist residents, visitors, community partners, and staff to the facility.
• Maintain the facility’s phone system: answer phones calls, transfer and direct calls as appropriate, and receive and distribute messages.
• Assist with any non-medical inquiries from residents, families, and visitors.
• Answer phones, direct calls and relay messages to the appropriate personnel and/or take messages.
• Maintain resident charts and medical records in compliance with regulatory standards (upload documents into the resident’s medical records).
• Schedule resident appointments, transportation, and follow-up services.
• Monitor inventory of supplies and equipment and assist in ordering supplies as needed.
• Administer efficient communication network and manage flow of traffic:
• Ensure proper dissemination of information to the appropriate departments in a timely manner.
• Assist in coordinating resident care needs, including but not limited to: admissions, discharges, transfers, room changes, and/or changes in level of care.
• Complete necessary medical and administrative records upon the resident’s admission, transfer, and/or discharge.
• Assist in updating daily census.
• Ensure appropriate supplies are well-stocked with necessary forms and supplies.
• Maintain confidentiality of all resident information (HIPAA compliance).
• Coordinate with various departments and ensure proper services and supplies:
• Report maintenance problems immediately.
• Assist in filling out work orders for the maintenance department by documenting nature of work and date submitted, then ensuring receipt of the work order to the maintenance staff and follow-up to ensure completion.
• Assist in organization and maintenance of resident charts:
• Assist with uploading documents, such as but not limited to ancillary reports and forms from various departments, into the resident EHR (Electronic Health Records) system.
• Assist with chart audits to ensure compliance with rules and regulations.
• Communicate any observations made throughout shift.
• Other duties as assigned by Administrator, Department Managers, and relevant staff requests.

40 hours/week. Monday – Friday 8:30AM – 5:00PM (1/2 hour unpaid lunch). Schedule is subject to change based on the needs of the facility and/or discretion of the supervisor.