Looking for a positive energetic individual to greet visitors and guests, answer phones and perform needed administrative tasks. Position also includes scanning and indexing of patient medical records information. Ability to properly navigate computer systems is necessary, specific training will be provided.

Tasks to include, but not limited to -

• 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. rev. 12/21 Page 2 of 3 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 
• May be asked to assist in scheduling department working hours, personnel, work assignments, etc., as necessary, or required. 
• May be asked to schedule and participate in departmental meetings, as directed. 
• May be asked to schedule appointments for the administrative staff. 
• May be asked to coordinate staff meetings and maintain minutes of such meetings, as directed. Staff Development 
• May be asked to 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. 
• May be required to 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 
• Must adhere to all HIPAA requirements. Education
• Must possess a high school diploma or equivalent. Experience 
• Some prior receptionist experience in a similar setting is necessary Skills and General Requirements 
• Will adhere to all current infection control guidelines 
• Ability to type and use general office equipment is required. 
• Proper telephone etiquette and ability to operate multi-line telephone system desired. 
• 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 
• Must be able to move intermittently throughout the workday.
• 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. rev. 12/21 Page 3 of 3
• 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. Working Conditions 
• Works in office areas as well as throughout the Facility and its premises. Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.
• Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• Attends and participates in continuing educational programs. 
• Communicates with the medical staff, nursing personnel, and other department personnel. 
• Maintains a liaison with the residents, their families, support personnel, etc., to assure that the residents’ needs are continually met.