Receptionist

Job Description

Job Description

Summary Duties and Responsibilities :

Perform a wide range of general office duties, including assisting with resident file recertifications and heavy customer service. Act as a liaison for residents and manage all front office activities involving residents, visitors, and staff members in a way that supports HAND Senior Living’s mission statement. This position is a key role in representing the initial image of our communities to residents, family members, visitors, vendors, and potential future residents. This position frequently needs to perform multiple tasks at the same time.

Essential Functions and Work Duties :

The following essential functions of this position are performed personally, in cooperation with the supervisor, and / or in coordination with other staff. Additional work functions and duties may be assigned.

General Office : Provide a highly efficient administrative service, while portraying a professional and patient demeanor even during stressful / busy activity at the front desk reception area.

• Answer phones, direct calls to correct individuals, and document messages. Ensure messages are documented with full and accurate information and get the message to the team member timely.
• Monitor and ensure accurate LOA (Leave of Absence) reporting on a weekly and monthly basis to Accounting Department, Leadership, and VP of Assisted Living.
• Serve mail, prepare outgoing mail, and maintain resident in and out logs, visitor logs, as well as outside agency logs as directed. Ensure all residents, visitors, and outside agencies are signing in when they present to the community as well as sign out when they leave the community.
• Provide visitor meal tickets to families and visitors as requested. This requires general cash transactions and entering of billing into Yardi systems.
• Carry out clerical duties for employees and leadership, such as copying, faxing, filing, scanning, logging items into the Electronic Health Record (EHR). Perform data entry into the Client Relations Management (CRM) and Electronic Health Record as directed by your supervisor and / or leadership team. Perform data entry of all work orders in the community and communicate daily with the Maintenance Department to know about requests that have been completed.
• Prepare paperwork for new personnel as directed by the leadership team. Maintain an accurate listing of all employees, their date of hire, position, and a contact phone number, and keep available at the front desk reception, as required under the Nevada Administrative Code (NAC).
• Ensure good communication with the property accountant and process invoices to residents and families every month by printing them, and either mailing, personally handing out, or sending via email timely, at least one week before the first of the next month.
• Maintain and ensure that each resident has correct contact(s) information, such as a name, address, phone number, email, and relationship status is in each record in the Yardi. Updating these records when a family member moves or gets a new phone number.
• Ensure the front desk reception is manned and the main telephone lines always have coverage between the hours of 8 : 30 a.m. to 6 : 00 p.m. Notify your supervisor when front desk reception coverage is needed, such as coverage for lunch and rest breaks, so he / she can cover or find coverage during this time to ensure front desk coverage requirements are met.
• Maintain the lobby area to ensure it is free of debris and always looks clean and presentable. Ensure the front desk reception area is free of clutter, items are stored away, and that no resident or protected health information is sitting out unattended. Disinfect the front desk reception surfaces with disinfectant wipes at the start of your shift, returning from lunch, and again at the end of your shift.

Administrative / Re-certification Files : Perform re-certification of resident files and abide by all Tax Credit compliance regulations.

Marketing : Provide Marketing support to the community as directed by your supervisor or the leadership team.

Resident and Family Relations : Act as a liaison and resource for new and continuing residents.

Recording and Distribution :

Confidentiality : Maintain confidentiality of all communication between the community and outside of the community. Maintain confidentiality of internal systems, protocols, and community operations by not communicating items in these areas to residents, family members, visitors, or vendors.

Other Functions and Work Duties :

Qualifications and Skills Required : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience :

Personal Performance Requirements :

Physical Requirements :

Equipment / Machines / Software (check all that apply)

☒Telephone

☒PC

☒Printers / Scanners

☒Microsoft Office

☒Yardi

Nevada HAND is an Equal Opportunity Employer

Nevada HAND does not discriminate, and will not tolerate discrimination, based on race, color, national origin, ethnic origin, sex, sexual orientation, age, or disability as those terms are defined under applicable law.