Receptionist / Ward Clerk / Part Time - Palmetto Care Center

Receptionist / Ward Clerk

The primary purpose of your position is to operate multi-line telephone system to answer incoming calls and to direct callers to appropriate personnel by performing the following duties.   Must have prior experience in a healthcare facility.

Hours: Mondays and Fridays 4p-8p.  Saturdays and Sundays 8a-8p 

Duties and Responsibilities

Administrative Functions

·        Answer telephones and determine nature of call and direct caller to appropriate individual or department.

·        Receive and deliver messages or transfer calls to voice mail when appropriate personnel are unavailable.

·        Answer questions about the organization and provide callers with the address, directions, and other information.

·        Operate paging or telephone system, as required.

·        For residents without phones send calls to the nursing unit so they can facilitate communication with the resident.

·        Receive request from within the Facility and locate personnel through paging system.

·        Greet visitors and direct to appropriate office and/or resident room.

·        Provide directions and information to visitors, guests, residents, sales representatives, etc.

·        Offer beverages to visitors waiting for administrative personnel, as appropriate.

·        Ensure guests and visitors abide by existing rules, as directed.

·        Monitor visitor access and sign-in process.

·        Receive, sort, and distribute mail and maintain route publications.

·        Prepare and process correspondence for the Administrator and department directors, as necessary.

·        Order, receive, and maintain office supplies.

·        Perform other clerical duties such as filing, photocopying, and collating.

·        Provide administrative assistance to the Administrative staff. 

·        Assist with administrative duties as directed.  (Includes typing, filing, posting accounts, etc.)

·        Operate copier, office machines, etc., as directed.

·        Perform general secretarial and administrative duties as required or directed by the Administrator in support of the administrative functions of all departments within the Facility.

·        Accept and perform temporary or long-term assignments to various departments within the Facility, as required by the Administrator.

·        Maintain an adequate liaison with families and residents.

·        Maintain a productive working relationship with the medical profession and other health related facilities and organizations.

·        Maintain a current file and listing of residents by name and room number, emergency phone members of on-call personnel, department extensions, key personnel, etc.

·        Maintain a current listing of critical residents and/or residents who may not receive phone calls due to their condition.  (May refer such calls to Nurse Supervisor, LPN, or RN.)

·        Monitor presence and location of sale representatives in the Facility. 

Committee Functions

·        Serve on various committees of the Facility (i.e., Infection Control, Quality Assurance & Assessment, Safety, etc., as appointed by the Administrator) and provide written/oral reports of such committee meetings to the Administrator, as necessary.

Personnel Functions

·        Assist in scheduling department working hours, personnel, work assignments, etc., as necessary, or required.

·        Schedule and participate in departmental meetings, as directed.

·        Schedule appointments for the administrative staff.

·        Coordinate staff meetings and maintain minutes of such meetings, as directed.

Staff Development

·        Assist department directors in the planning, conducting, and scheduling of in-service training classes, on-the-job training, and orientation programs to ensure that current material and programs are continuously provided.

·        Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.

·        Attend and participate in Facility mandatory in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).

Resident Rights

·        Review resident complaints and grievances and make written reports of action taken to the Administrator.

·        Ensure that residents receive appropriate notices before being discharged or before having their room or roommate changed.

·        Must adhere to all HIPAA requirements.

Working Conditions

·        Works in office areas as well as throughout the Facility and its premises.

·        Attends and participates in continuing educational programs.

·        Communicates with the medical staff, nursing personnel, and other department directors.

·        Maintains a liaison with the residents, their families, support personnel, etc., to ensure that the residents’ needs are continually met. 

Education

·        Must possess a high school diploma or GED.  

Experience

·        One (1) years experience in an administrative and clerical role.  Ability to type and use general office equipment is required.  Proper telephone etiquette and ability to operate multi-line telephone system desired.

Specific Requirements

·        Must be able to read, write, speak, and understand the English language.

·        Must possess the ability to make independent decisions when circumstances warrant such action.

·        Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.

·        Must be knowledgeable of computer systems, system applications, and other office equipment.