Responsibilities
Greets all visitors entering the lobby
- Verbally greets and recognizes all visitors coming through the main lobby with appropriate greeting.
- Obtains sufficient information from visitors in regards to the nature of the visit and makes the appropriate connection to AltaPointe staff.
- Advises employees that visitors are in the front area waiting to be seen.
- Announces all visitors before referring them to go to employees’ offices or workspaces.
- Ensures visitors sign in.
- Maintains sign in record ensuring HIPAA compliance and tracking of facility items that have been loaned to the visitor, e.g. keys and badge.
- Tracks wait time for screenings and admissions.
- Kindly advises visitors of policies as needed, e.g. smoking.
- Ensures lobby and front desk is maintained in a neat and organized manner.
- Ensures that intake rooms are neat, orderly and contact janitorial or maintenance in a timely manner for request.
- Serves as point of contact for request of records by guardian ad litem.
Handles incoming and outgoing calls for facility
- Answers all incoming calls with appropriate greeting and within a satisfactory number of rings.
- Obtains sufficient information from callers in regards to the nature of the call and makes the appropriate connection to AltaPointe staff.
- Keeps accurate records of phone repairs needed within facility.
- Assists facility staff in making long-distance calls.
Administrative support duties
- Assist with maintaining NHPPD
- Issues key fobs to new employees and vendors
- Activates and deactivates key fobs as requested
- Assist with any problems or discrepancies
- Collect fees for replacement key fobs
- Keeps abreast of staff whereabouts, facility related activities (like meetings and trainings occurring on site), and calendars to properly connect visitors/callers.
- Keeps abreast of census.
- Records messages on behalf of employees and communicates messages to employees as needed.
- Notifies security and staff of emergency situations in a timely manner.
- Maintains and distributes office supplies appropriately.
- Displays a courteous manner to all visitors/callers.
- Uses discretion in discussions with visitors/callers.
- Provides information to visitors/callers in relation to the facility.
- Ensures the front desk is covered at all times during shift.
- Operates the paging system and uses discretion when paging.
- Adheres to 5-Star Customer Service guidelines.
- Works with clinical staff to maintain and organize visitation calendars.
- Maintains the employee meal sign-up, collects money from staff for employee meals, and communicates number of meals to kitchen daily
- Sends HR documentation on meal tickets for payroll by due date.
- Enters maintenance requests for building as requested using software system.
- Enters IT-Pointes as it pertains to the front desk phone, computer and IT related equipment.
- Distributes internal and external mail to appropriate staff or department.
- Assists facility staff with interoffice mail.
- Signs for packages.
- Maintains and organizes a lost-and-found system.
- Other duties and projects as assigned.
Physical Requirements of the Job:
- Continuous sitting (extended sitting) up to 2 hours at a time until break or lunch.
- Reaching forward to place paperwork on a document stand.
- Grasping to turn keys in doors throughout facility, grabbing files/paperwork
- Lifting and carrying up to 15 pounds to transport small quantity of charts various distances in facility.
- Fine manipulation/dexterity for data entry, writing and handling paperwork.
- Standing and walking frequently throughout shift and to various locations in the facility to file charts and put up supplies.
- Sitting can be in frequent bursts up to 10 minutes. Extended sitting can be up to, but limited to 1 hour.
- While filing in the medical records department, the employee may bend forward squat/lunge stoop or crouch to access the levels that are at floor waist level. Forward bending while sitting or crouching to access safe in office may be needed.
- Forward reaching, reaching out to front , and overhead reaching with up to 5 pounds to 15 is performed when filing records and charts.
- Forward reaching, overhead reaching and reaching down while filing medical record that can range up to 15 pounds.
- Lifting various ranges from the floor to overhead throughout the day with up to 15 pounds (medical records and supplies).
- Frequent pushing/pulling with a force up to 25 pounds (medical record cart) and doors throughout the facility (5 pounds).
- Step ladder climbing frequently to access higher shelves for filing and stocking/retrieving supplies.
- Strong grasp/pinch grip needed to use keys in doors and to handle medical records.
- Fine manipulation/dexterity to use computer, write and handle medical records paperwork.
- Must be able to stand for long periods of time, continuously bend, stoop, kneel, crouch, reach and lift at least 10 pounds.
- Must have visual acuity in at least one eye and manual dexterity.
- Any additional duties as assigned by management.
Qualifications
High school diploma or equivalent; one year experience working in a hospital or office setting handling front desk/reception type duties; proficient in the use of Microsoft Office products (Outlook, Word, Excel); ability to concentrate and maintain accuracy in spite of frequent interruptions.
Demonstrates knowledge and understanding of the below areas within six (3) months of employment:
- Works independently with minimal supervision.
- Uses judgment in carrying out all phases of work.
- Uses avatar system.
- Uses ShoreTel phone system.
- Knows AltaPointe’s continuum of care.
- Knows about community services.
- Knows guardian ad litem (GAL) process.