- Understands, executes and supervises the functions of the front desk, machinery and supply needs.
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- Obtains from Consultants, licenses, current registrations, mal-practice information if required, and any other documents required by New York State. This information is to be kept on file and updated as necessary.
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- Keeps vendor Insurance Certificate Log updated: requests department heads contact vendor to update information when necessary. Collects any vendor information required by New York State as requested.
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- Responsible for receiving, distributing and typing incoming and outgoing correspondence for Administrator.
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- Oversees care, maintenance/repair of administrative equipment including the copier, fax machine, computer printer and postage machine.
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- Responsible for the purchasing of office supplies for all departments: toner and copy paper, inventory of supplies.
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- Understands and performs reporting procedures for FSR, RHCF-4.
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- Maintains current weekend coverage calendar.
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- Assists administrator with scheduling of appointments (may include management of Outlook calendar) as requested.
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- Updates Policy and Procedure manuals following Best Practice releases. Keeps fire manuals updated throughout the building.
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- Opens Administrator mail and date stamp it. Assure that mail goes out daily and incoming mail is distributed in a timely manner or secured until distribution is possible (on weekends).
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- Help receptionists with the mail.
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- Responsible for all Administrator filing.
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- Arranges all secretarial support to departments as required, as needed/able per direction of Administrator.
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- Acts as recording secretary as requested by Administrator. Takes minutes for meetings (may include but not limited to): Safety Committee, Department Head, CQI Meetings.
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- Schedules in-house meetings as requested by Administrator and TMG management staff.
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- Stamps all invoices and distributes to proper department head.
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- Responsible for maintaining and requesting Print Shop requests.
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- Maintains knowledge of monthly Employee Appreciation budget and status report.
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- Interview, hire and schedule receptionists.
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- Maintains schedule for evening and weekend receptionists and distribute workload.
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- Cover for receptionist lunch and when out of the building to assure that coverage is provided.
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- Maintain confidentiality regarding resident and employee information and regarding correspondence, telephone calls and admission inquiries.
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- Obtain licenses, current registrations, mal-practice insurance information, and the signed receipt of the Medical Care Manual for all Physicians and staff. This information is to be kept on file and updated as necessary.
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- Maintains resident rights.
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- Maintains HIPAA privacy, security and confidentiality standards.
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- Follows all established policies and procedures.
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- Follows universal Precautions and Infection Control techniques.
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- Follows safety procedures by keeping areas free of hazardous conditions.
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- Maintains Corporate Compliance standards.
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- Contributes to facility Continuous Quality Improvement initiatives.
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- Economical and careful with supplies and equipment.
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- Attends all required in-services.
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- Prepares Movie Pass monthly update.
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- Prepares complimentary meal ticket log update.
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- Maintains copy machine usage log and maintenance records.
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- Prepares employee appreciation monthly report.
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- Meets acceptable time and attendance requirements.
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- Ensures that all complaint and concern forms are logged and filed within 7 days of generation.
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