Receptionist

The Receptionist is responsible for providing front desk support in a healthcare, long-term care, or assisted living facility. This role involves greeting visitors, residents, and staff, managing phone calls, and providing excellent customer service. The Receptionist ensures smooth operations of the front desk by managing administrative tasks, directing visitors to the appropriate areas, and assisting with general inquiries. The position plays a key role in creating a welcoming and professional atmosphere for everyone who enters the facility.

Key Responsibilities:

• Greeting and Reception:

  • Greet and welcome residents, visitors, and staff in a friendly and professional manner.
  • Direct visitors to the appropriate departments, offices, or resident areas as needed.
  • Ensure that all visitors sign in and follow facility protocols for safety and security.
  • Assist residents and visitors with inquiries and provide information about the facility and services.

• Phone and Communication Management:

  • Answer and direct incoming phone calls in a polite and professional manner.
  • Take messages and ensure that they are communicated promptly to the appropriate individuals or departments.
  • Respond to general inquiries and provide information as needed, or direct calls to the appropriate person.
  • Manage and distribute incoming mail and packages to the correct recipients.

• Administrative Support:

  • Perform general administrative duties, such as filing, faxing, copying, and scanning documents.
  • Assist with scheduling appointments, meetings, and events as requested by staff or management.
  • Help maintain records, including visitor logs, and ensure proper documentation of front desk activities.
  • Order office supplies and maintain a well-organized and tidy reception area.

• Customer Service:

  • Provide exceptional customer service to residents, visitors, and staff, ensuring that their needs are met and inquiries are addressed promptly.
  • Handle any concerns or complaints in a calm and courteous manner, escalating issues to the appropriate staff when necessary.
  • Build positive relationships with residents and their families, offering assistance and support when needed.

• Safety and Security:

  • Monitor and ensure that safety protocols are followed at the front desk, including visitor sign-in and compliance with facility policies.
  • Report any security concerns or suspicious activities to management or security personnel.
  • Ensure the confidentiality of sensitive information in accordance with facility policies and regulations, including HIPAA when applicable.

• Education: High school diploma or equivalent required.
• Experience: Previous experience in a receptionist, administrative, or customer service role is preferred, especially in a healthcare or senior living setting.
• Skills:
  • Excellent verbal and written communication skills.
  • Strong organizational skills and attention to detail.
  • Proficiency with basic office equipment, such as phones, copiers, and computers.
  • Familiarity with Microsoft Office Suite (Word, Excel, Outlook) and basic data entry.
  • Ability to handle multiple tasks in a busy environment while maintaining a positive and professional demeanor.

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