Receptionist

 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 Orders–mailing 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

• 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.