Receptionist - Catholic Hospice

Summary & Objective

The Receptionist is the person responsible for providing a positive first impression to all incoming callers and visitors.

The scope of the position includes telephone coverage and the greeting of visitors to the Miami Lakes office location.

The Receptionist controls the flow of traffic in the office lobby and in addition, is responsible for other clerical and administrative office duties as assigned.

Knowledge & Experience Requirements

• High School Diploma or equivalent education or equivalent combination of education and experience.
• Minimum one-year related experience.
• Ability and willingness to work a flexible Full-Time schedule that may include weekends and holidays
• Must have knowledge of computer office/clinical software
• Must be able to read, write and understand the English language
• Must be able to provide own transportation to various locations in service areas, as required by duties

Essential Functions

• Answers calls to main lines quickly, courteously and concisely following Catholic Hospice protocol in English and Spanish.
• Routes all incoming calls correctly to the proper person/department; takes and relays messages accurately.
• Provides information within the scope of this position's training to callers and visitors.
• Greets job applicants, notifies interviewer or HR Department of their arrival. For callers inquiring about open positions Receptionist will provide them with website information regarding the on-line application process.
• Greets all vendors and visitors that come in person to the reception area; acknowledging their presence in a warm and courteous manner.
• Types, maintains files and performs light bookkeeping task(s) as assigned.
• Stamps all US Mail envelopes with a green "Received" stamp before mail distribution.
• Sorts US mail and interoffice envelopes from courier for daily mail box distribution in the Miami Lakes office.
• In a daily basis, sorts Accounts Payable US mail to each Accounts Payable Coordinator based on distribution list provided.
• Stamps received date on all Accounts Payable invoices/claims.
• Records patient record number on all Accounts Payable patient related invoices/claims.
• Organizes material for courier delivery to and from the satellite offices.
• Processes physician invoices received by Accounts Payable completing a voucher ticket for medical review. Notes receipt in Suncoast.

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties

• Keeps track on reception calendar of any staff who is absent from work. Informs caller of absence, giving them the option to talk to someone else.
• Responsible for sending a daily "Out of Office" report to Joint Management by 9:00am.
• Responsible for updating the extension list on a regular basis and having it ready before Orientation.
• Keeps track of the Reception email account and the timely forwarding of the Finance email faxes to the corresponding person/department.
• Prepares the monthly lunch coverage schedule one week prior to the coverage month for distribution by Manager.
• Provides support and information to all Catholic Hospice locations.
• Maintains the reception area in a neat and orderly manner to provide a positive first impression to all visitors.
• Ability to work professionally with multiple levels of management and promote co-operation among departments, teams, and staff.
• Professional appearance and grooming standards. The Receptionist is the first person that meets and greets callers and/or visitors. A professional appearance must be displayed at all times.
• Handle sensitive information, maintains confidentiality, and coordinates several projects at the same time and meet hard deadlines.
• Detail-oriented with excellent organizational and interpersonal skills
• Ability to take initiative, work independently, multi task, and prioritize.
• Work collaboratively with Admissions, Community Relations, and interdisciplinary Team managers and members to develop and integrate process improvement.
• Maintain your required licenses, certifications and mandatory skill updates.
• Comply with all policies, local, state and federal laws and regulations.
• Provide other duties of healthcare team member
• Perform other duties as assigned

Supervisory Responsibility

• May serve as an interim department leader depending on need

Physical Requirements

• Must be able to lift and/or move up to 50 pounds and push/pull up to 250+ pounds, walk, climb stair or ladders, stand on feet for extended periods of time, etc.

Disclaimer

The job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

EEOC Statement

CHS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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