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.