Part Time Corporate Receptionist

Cypress is a physician practice management company that provides management services to over 1500 employees with various companies in over 40 worksite locations, primarily in Monterey County. This position is responsible for answering phones and greeting customers. Provides information to callers. Communicates with various departments and performs administrative tasks.

Duties:

• Answers phones quickly (by 3rd ring) and courteously, using approved telephone techniques and etiquette. Telephone skills must be exceptional. Screens and takes messages for Executive and Senior Management following established protocols.
• Answer and direct a high volume of patient calls to our various billing departments and personnel.
  • Receptionists track all billing calls by means of daily Call Transfer Sheets, and submit End Of Day Report to Management.
  • Renews Call Master Sheets, Weekly call Transfer Sheets, and End Of Day Reports, for Receptionists. Submits Daily Call Transfer Report.
  • Processes the general company voicemails. Returns patient calls as needed, in order to forward the details to the billing departments.
  • Updates daily voicemail totals from the Call Transfer sheets to the End Of Day Report.
• The Receptionists greet and interact to direct patient visitors, couriers, vendors, and medical staff.
  • Tracks, sorts, and distributes the inter-office courier mail, including deliveries. Separates the banking deposits and distributes them to the Accounting Dept.
  • Receives Lockboxes from the Bank courier, and is responsible for logging and notifying the internal departments via email.
  • Receives and logs bank deposits from the Accounting Department, overseeing the courier's pick up.
  • Process and resolve administrative requests and queries from managers and staff. Assists departments with their clerical duties and or special projects.
  • Inventories office supply levels and submits orders to Supervisor. Orders the approved supplies and distributes items upon arrival. Forwards packing slips to Accounting Dept.
  • Orders the approved Postage Machine ink. Works with others to refill the postage. Emails summary reports to the Accounting Department. Advises when Postage levels are low and orders sealant and labels, when needed.
• Orders office supplies and keeps a log for future replenishment.
• Maintains seating/equipment location chart and directory
• Updates Reception Tracking System for Courier Mail, Lockboxes, Equipment Orders, and Daily Clipboard.
• Maintains a neat Reception and waiting area. Checks work bay and breakrooms periodically for cleanliness. Stocks work bay supplies, and assists with stocking supplies to both break rooms.
• Communicates Facility needs to Principle of Janitorial Company and coordinates repairs as needed.
• Notifies Vending Machine Company when repairs are needed.
• Perform other related duties as directed or assigned.

Professional Requirements:

• Excellent oral and written communication skills.
• Computer literate; is proficient with Microsoft Windows, Microsoft Word, and Excel.
• Reports to work on time and as scheduled; completes work within designated time.
• Wears identification while on duty; uses computerized punch time system correctly.
• Maintains a professional, pleasant, and positive attitude.
• Maintains patient confidentiality in compliance with HIPAA.
• Strong organizational skills with ability to multi-task
• High school diploma or (GED); one year related experience and/or training; or equivalent combination of education and experience.

Demonstrates Competency In the Following Areas:

• Strong organizational skills with ability to multi-task.
• Attention to detail and accuracy.
• Effectively presents information, and responds to questions from the public, managers, and clients.
• Maintains a pleasant and positive attitude.
• Maintains patient confidentiality in compliance with HIPAA.

Schedule:

This is a Part-time position. Approximately 20 hours per week (with two full 8-hour shifts and one late afternoon shift). No weekends.