Receptionist

Purpose of Your Job Position

The primary purpose of your position is to operate multi-line telephone system to answer incoming calls and to direct callers to appropriate personnel by performing the following duties.

Delegation of Authority

As Receptionist you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

Job Function

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is an essential function of the position.

Duties and Responsibilities

Administrative Functions

· Answer telephones and determine nature of call and direct caller to appropriate individual or department.

· Receive and deliver messages or transfer calls to voice mail when appropriate personnel are unavailable.

· Answer questions about the organization and provide callers with the address, directions, and other information.

· Operate paging or telephone system, as required.

· For residents without phones send calls to the nursing unit so they can facilitate communication with the resident.

· Receive request from within the Facility and locate personnel through paging system.

· Greet visitors and direct to appropriate office and/or resident room.

· Provide directions and information to visitors, guests, residents, sales representatives, etc.

· Offer beverages to visitors waiting for administrative personnel, as appropriate.

· Ensure guests and visitors abide by existing rules, as directed.

· Monitor visitor access and sign-in process.

· Receive, sort, and distribute mail and maintain route publications.

· Prepare and process correspondence for the Administrator and department directors, as necessary.

· Order, receive, and maintain office supplies.

· Perform other clerical duties such as filing, photocopying, and collating.

· Provide administrative assistance to the Administrative staff.

· Assist with administrative duties as directed. (Includes typing, filing, posting accounts, etc.)

· Operate copier, office machines, etc., as directed.

· Perform general secretarial and administrative duties as required or directed by the Administrator in support of the administrative functions of all departments within the Facility.

· Accept and perform temporary or long-term assignments to various departments within the Facility, as required by the Administrator.

· Maintain an adequate liaison with families and residents.

· Maintain a productive working relationship with the medical profession and other health related facilities and organizations.

· Maintain a current file and 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, LPN, or RN.)

· Monitor presence and location of sale representatives in the Facility.

Committee Functions

· Serve on various committees of the Facility (i.e., Infection Control, Quality Assurance & Assessment, Safety, etc., as appointed by the Administrator) and provide written/oral reports of such committee meetings to the Administrator, as necessary.

Personnel Functions

· Assist in scheduling department working hours, personnel, work assignments, etc., as necessary, or required.

· Schedule and participate in departmental meetings, as directed.

· Schedule appointments for the administrative staff.

· Coordinate staff meetings and maintain minutes of such meetings, as directed.

Staff Development

· Assist department directors in the planning, conducting, and scheduling of in-service training classes, on-the-job training, and orientation programs to ensure that current material and programs are continuously provided.

· Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.

· Attend and participate in Facility mandatory in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).

Resident Rights

· Review resident complaints and grievances and make written reports of action taken to the Administrator.

· Ensure that residents receive appropriate notices before being discharged or before having their room or roommate changed.

· Must adhere to all HIPAA requirements.

Working Conditions

· Works in office areas as well as throughout the Facility and its premises.

· Attends and participates in continuing educational programs.

· Communicates with the medical staff, nursing personnel, and other department directors.

· Maintains a liaison with the residents, their families, support personnel, etc., to ensure that the residents’ needs are continually met.

Education

· Must possess a high school diploma or GED.

Experience

· Ability to type and use general office equipment is required. Proper telephone etiquette and ability to operate multi-line telephone system desired.

Specific Requirements

· Must be able to read, write, speak, and understand the English language.

· Must possess the ability to make independent decisions when circumstances warrant such action.

· Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.

· Must be knowledgeable of computer systems, system applications, and other office equipment.

Physical and Sensory Requirements

(With or Without a Reasonable Accommodation)

· Must be able to move intermittently throughout the workday.

· Must be able to sit for a long duration.

· Must possess sight and hearing senses, or use prosthetics that will enable these senses to function adequately so that the requirements of the position can be fully met.

· Must meet the general health requirements set forth by the policies of the Facility, which may include a medical and physical examination.

· Based on the Occupational Safety and Health Administration's Guidelines for Nursing Homes Ergonomics for the Prevention of Musculoskeletal Disorders and the American Conference Governmental Industrial Hygienists' Threshold Limit Values for Lifting the Facility has identified that this job may require the lifting of residents, equipment, or other objects. Accordingly, this job may require a minimum of 5 pounds and a maximum of 25 pounds lifting, periodically and or as needed.