Receptionist / Administrative Assistant

IDEAL HOME HEALTH CARE, LLC

JOB DESCRIPTION

JOB TITLE: Receptionist / Administrative Assistant
REPORTS TO: Administrator

A. BASIC PURPOSE

The Receptionist / Administrative Assistant serves as the first point of contact for patients, caregivers, visitors, referral sources, and staff members entering or contacting the agency. This position is responsible for maintaining efficient front office operations, providing excellent customer service, and supporting administrative functions across multiple departments.

As the Erie office continues to grow, the Receptionist / Administrative Assistant may assume additional responsibilities to support agency operations, including intake, human resources, scheduling, compliance, and other administrative functions.

B. PRIMARY RESPONSIBILITIES

1. Greet and assist visitors, patients, caregivers, applicants, and referral sources in a professional and courteous manner.

2. Answer, screen, and route incoming telephone calls and respond to general inquiries.

3. Receive and distribute mail, packages, faxes, and other correspondence.

4. Maintain an organized and professional reception area.

5. Assist with scanning, copying, filing, and organizing agency records and documentation.

6. Perform data entry and maintain accurate electronic and paper records.

7. Assist with scheduling appointments, interviews, meetings, and training sessions.

8. Support caregivers and office staff with routine administrative requests.

9. Monitor office supply inventory and assist with ordering supplies as needed.

10. Assist with collecting and organizing onboarding, compliance, and credentialing documents.

11. Support Intake, Human Resources, Scheduling, Nursing, and Administrative departments with clerical tasks as assigned.

12. Maintain confidentiality of patient, employee, and agency information in accordance with HIPAA and company policies.

13. Assist with special projects and additional administrative duties as assigned.

The primary responsibility statements are intended to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

HUMAN RELATIONS

1. Must maintain a professional attitude and demeanor and communicate effectively and courteously with patients, caregivers, applicants, referral partners, supervisors, and co-workers.

2. Must demonstrate patience, professionalism, and a customer-service-oriented approach when interacting with the public and agency personnel.

3. Must work collaboratively with all departments to support agency operations and organizational growth.

C. QUALIFICATIONS

1. High school diploma or equivalent required.

2. Associate degree in Business Administration, Healthcare Administration, Office Management, or related field preferred.

3. Minimum of one (1) year of receptionist, administrative assistant, customer service, or office support experience preferred.

4. Strong verbal and written communication skills.

5. Strong organizational skills with the ability to multitask and prioritize responsibilities.

6. Proficiency in Microsoft Office, including Word, Excel, Outlook, and other office software.

7. Ability to maintain confidentiality and handle sensitive information appropriately.

D. PREFERRED SKILLS

1. Experience working in a healthcare, home health, medical office, or human services environment.

2. Experience with scheduling systems, electronic records, or healthcare software platforms.

3. Familiarity with HIPAA requirements and healthcare office procedures.

4. Ability to learn new software systems and administrative processes quickly.