Receptionist

Job Description

Job Description

Schedule: Monday-Friday 730a-3p

Northbrook Health and Rehab is a compassionate and community-focused skilled nursing and rehabilitation facility. We’re dedicated to providing exceptional care in a warm, welcoming environment, and we believe the first impression starts at the front desk.

Our Receptionists play a critical role in keeping communication flowing throughout the facility. This position manages a high-volume, multiline telephone system, prioritizes urgent and emergency communications, coordinates information between departments, supports accounts payable and the administrative team, and ensures the front desk operates efficiently and professionally.

Responsibilities:

• Primary point of contact for residents, families, visitors, staff, healthcare providers, vendors, emergency personnel, and community partners

• Answer and route a high-volume of incoming calls promptly and accurately

• Handle administrative tasks such as filing, copying, and data entry

• Recognize urgent or emergency calls and communications and promptly follow established facility procedures

• Maintain clear, accurate, and professional communication during high-volume and time-sensitive situations.

• Coordinate incoming messages and information between department leaders, administration, residents, and families.

• Greet and assist visitors while maintaining awareness of front entrance activity and following facility visitor and security procedures.

• Maintain visitor logs and other required front-desk documentation.

• Provide clerical and administrative support to facility leadership and departments as needed.

• Assist with accounts payable (AP) functions, including receiving invoices, organizing documentation, routing invoices for approval, maintaining records, and communicating with vendors or internal departments as appropriate.

• Receive, sort, distribute, and route incoming mail, packages, deliveries, and other correspondence.

• Perform data entry, scanning, filing, copying, document preparation, and record maintenance.

• Assist with communication, correspondence, and other administrative projects as assigned.

• Maintain accurate and current front-desk resources, telephone lists, contact information, and communication materials.

• Support communication during emergencies, drills, incidents, and other time-sensitive situations in accordance with facility procedures.

• Maintain resident, employee, and facility confidentiality at all times.

• Help coordinate and provide direction to reception coverage to ensure consistent front-desk procedures and expectations.

• Identify front-desk workflow concerns and communicate issues requiring follow-up to facility leadership.

• Maintain a clean, organized, professional, and welcoming reception area.

• Perform additional administrative and clerical duties as assigned.

Qualifications:

• High school diploma or equivalent required.

• Previous experience as a receptionist, medical receptionist, hospital unit clerk/unit secretary, administrative assistant, or similar healthcare support professional required.

• Experience working with a multiline telephone system and high call volume preferred.

• Previous skilled nursing, hospital, medical office, or other healthcare experience strongly preferred.

• Strong computer skills and proficiency with standard office equipment and electronic communication systems.

• Excellent verbal and written communication skills.

• Strong organizational skills with exceptional attention to detail and follow-through.

• Ability to prioritize multiple competing responsibilities and frequent interruptions.

• Ability to recognize when information or a situation requires immediate escalation.

• Ability to remain calm, professional, and solution-focused during emergencies and high-pressure situations.

• Strong customer service and interpersonal skills when interacting with residents, families, staff, vendors, and healthcare professionals.

• Ability to handle confidential and sensitive information appropriately.

• Dependable attendance and punctuality are essential for this position.

Why Join Northbrook?

• Supportive and collaborative healthcare environment

• Consistent Monday–Friday daytime schedule

• Opportunity to work closely with facility leadership and multiple departments

• Meaningful role supporting residents, families, staff, and daily facility operations

• Competitive hourly pay

• Opportunity to develop healthcare administrative and leadership experience
  

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