Receptionist

Receptionist Position

Position Summary

Responsible for performing receptionist and clerical duties as receptionist for residents, employees, and the general public. Performs a variety of secretarial and general clerical duties in Reed House / Reed Terrace Office and works in cooperation with all departments relative to the smooth operation of the front office. Acts as first impression / image of Sarah Reed Senior Living including friendly, outgoing personality, and maintains a clean organized work area and lobby.

Essential Duties & Responsibilities

Answers general questions for visitors, employees and residents and / or directs to the proper authority / area.

Answers switchboard, referring incoming calls to appropriate area; answers door and parking gate and requests all guests and visitors register.

Performs general office typing, filing, copying, faxing, laminating and mailings.

Coordinates schedules with all RH / RT receptionists and covers sick days, holidays, vacations, weekend shifts, and if necessary; lunch relief daily at Reed House reception.

Listens, observes and responds to RH "Code Alert" alarm.

Publishes and emails within the facility a daily communication log.

Maintains daily communication log for receptionists' communication.

Responsible for U.S. mail distribution and freight sorting from UPS, FedEx, etc. carriers. Calls or delivers packages to residents for large heavy parcels / packages and / or places work orders.

Responsible for preparing and mailing packages through UPS, UPS or Fed Ex.

Inputs work orders for Maintenance Department as requested by residents and staff.

Updates office copy of lists for residents daily : Updates mail distribution and telephone directory.

Maintains daily Erie Times News records, including additions & deletions. Prints daily newspaper labels for resident newspapers. Communicates with Circulation Manager when problems arise.

Responsible for accurately handling petty cash funds, making change, cashing resident checks, selling gift certificates, receiving resident payments, guest room payments, meal purchases and Dufford Terrace meal cards.

Updates and maintains Resident binders for permanent facility records of all residents for Sarah Reed; including Death & Discharge.

Responsible for daily emptying of shred bins and shredding according to rotating schedule.

Updates and publishes bimonthly resident phone directory. Periodically updates staff phone directory and code box for residential residents.

Prepares packets for Annual Training Meetings.

Responsible for organization, safety and cleanliness of reception office.

Updates and maintains Office Policy and Procedure Manual.

Prepares for quarterly Memorial Services for family members and prints memorial program. Prepares and mails invitation letters, posts signs and orders refreshments and set up.

Prepares Sunday bulletin for religious service.

Mails physician orders for Reed House.

Periodic recycling of Ink cartridges.

Print & update fitness program with corresponding program dates, log tabulation after each class, and faxing of documents to YMCA.

Receives calls and records scheduled doctor appointments for residents who use Sarah Reed van.

Prepares and prints new admit name plates for Reed House admissions.

Maintains Physician Ordersmailing and tracking for ZP medical charts.

Prepares admission packets for Personal Care residents, Reed House and ZP.

Prepares case folders on admission, deaths, discharges and transfers and distributes copies to appropriate departments.

Processing / Distribution of Packets / Charts for RH for discharge charts, new admission, and readmits and filing.

Purges inactive and outdated inquiries according to regulations for SNF Social Workers.

Maintains updated social service / nursing forms.

Assembles Nursing and Residents Handbooks.

Assists with Annual Room Rate letters.

Prepares schedules and maintains weekly care plans schedules and initiates weekly phone calls to responsible family members for Reed House Resident Care Plan meeting.

File annual health records for residential residents in case and med charts.

In preparation for emergencies or security issues, is aware of all security systems in the facility and alarms.

Maintains fire lists for ZP & RT. Responsible for actions during fire or emergency preparedness drill. Delivers sign-in / out sheets emergency list to RH1 Nurses Station.

Types and mails letters to inquirers for Social Services.

Assists with maintaining MSN and Interim staffing binders.

Non-Essential Duties & Responsibilities

Receives and collects money for various fundraising events (Fall Fling, dessert of the month, pie sales) throughout the year

Records facility room reservations for conferences, meetings, guest room and resident social events, then posts accordingly.

Refers and processes inquiries regarding residence in the facility to the Social Service Staff / Marketing Director.

Assists applicants with applications for employment. Logs application in spreadsheet before distributing to appropriate department heads.

Maintains daily supply usage, supply cabinet and organization of supply room.

Distributes incoming faxes to proper recipients.

Maintains visitor / resident's sign in / out sheets and separate sign in / out sheets for Optum and volunteers.

Oversees the mailing procedure of the discharge / death resident satisfaction surveys sent to discharged resident or family member if deceased and tabulates.

Observe report and respond to safety issues. Responsible for keeping lobby neat and clean, reporting to housekeeping / maintenance anything requiring attention.

Copies and distributes menus as directed by the Food Service Director. Updates meal census sheets for residents and staff.

Updates Catholic list weekly.

Reviews MDS calendar for RNAC's twice weekly and reports discrepancies.

Reviews and maintains Pet Log records for updates and follows pet visitor policy.

Sends out dry cleaning / alterations for residential residents.

Other related duties and responsibilities that may become necessary as directed by Administration or Executive Secretary.

Updating, creating or recreating forms for various departments.

Updating, retyping, formatting policies for various departments.

Prepares census and inquiries and intake information for the Executive Secretary for monthly Board of Directors meeting report.

Inputting stats in access program for inquires.

Updates bath schedules weekly or sooner if needed and posts in ZP.

Coordinates with ZP Nursing assignment forms (services for residents).

Maintains visitor / resident's sign in / out sheets for RT reception and parking garage entrance.

Prepares semi-annual guest meal report / meal records for each resident / facility.

Orders PASSR, MA401 and MA 51 from DOH website.

Other related duties and responsibilities that may become necessary as directed by the Executive Secretary or Social Workers.

Qualifications

Qualifications

High School graduate with educational emphasis on business.

Previous experience in operation of business machines, phone systems, filing, computer, Microsoft word and excel.

Knowledge, Skills, & Abilities

Possess typing and general office skills; ability to operate a computer and other office machinery, including postage machine, copiers, printers, fax, scanning, laminator, label maker, phone system and shredder.

Effective communication and organizational skills.

Detail oriented

Knowledge of medical terminology.

Knowledge of Microsoft office programs; Microsoft word, Excel, Publisher, Powerpoint and Access.

Physical & Visual Requirements

Occasional lifting up to 50 lbs, standing, walking, pushing, and pulling.

Frequent lifting up to 25 lbs, sitting, reaching, grasping, and fine manipulation.

Keen vision required and ability to hear alarms and staff.