Receptionist

The Administrative Receptionist is the receptionist for the Administrative Services building in Louisville. Establishes and maintains professional and positive relationships with all members of the company, outside organizations, clients, providers, patients and any other individual or organization necessary to effectively perform the duties and responsibilities of the position.

Description

Full-Time

Exempt

Pay range: $20.50 - $26.00

Reports to: Medical Records Lead

Location: Administrative Building (on-site position)

Position Summary:

The Administrative Receptionist is the receptionist for the Administrative Services building in Louisville. Establishes and maintains professional and positive relationships with all members of the company, outside organizations, clients, providers, patients and any other individual or organization necessary to effectively perform the duties and responsibilities of the position. Promotes a teamwork attitude and environment by participating as a "team-player" regardless of the situation. Ensures the confidence of peers, managers, doctors, and outside business associates that assigned tasks will be completed in a timely and efficient manner. Maintains absolute confidentiality of all companies and patient information in all situations and activities. Demonstrates positive support for the mission and values of the company in all situations. This position supports Medamorph, Gastroenterology of the Rockies and any other tenants of the facility.


Essential Duties and Responsibilities:

• Processes incoming mail from all delivery services. Collects the mail according to the established schedule, sorts, and distributes items to the appropriate recipient. Each piece of mail is reviewed, and time is stamped to ensure delivery to the appropriate person. If unable to determine the appropriate recipient, ask management for clarification prior to forwarding it to a recipient or department.
• Processes outgoing mail to both the USPS and the internal courier service according to the established schedule. Apply postage as required for outgoing mail and assist the internal courier as necessary to resolve any problems. If necessary, assist tenants in sending outgoing mail to USPO.
• Keep records on the postage meter, ensuring that an appropriate supply of postage is always available. Processes requests for additional postage according to the established procedure. Maintains and distributes postage usage reports according to the accounting department.
• Assists Medamorph and Gastroenterology of the Rockies in mailing out documents including but not limited to AP Documents, Prep Packets, Recall Letters, Insurance Appeals, etc.
• Provides backup as necessary to Medical Records department in scanning documents. Monitors own work to ensure that scanned documents are accurately scanned to the appropriate system file(s) and are readable in the system.
• Coordinates deliveries to the facility and pickup of outgoing shipments for Gastroenterology of the Rockies and Medamorph. Notifies recipient of shipments received, and contacts carrier(s) to arrange pick up as required. Does not receive or sign for any delivery(s) or make any shipping arrangements for tenants but does contact the appropriate tenant personnel to accept delivery(s).
• Coordinates and schedules use of the Board Room. Maintains and updates the usage schedule, as meetings are scheduled or cancelled. If requested, orders and coordinates meeting refreshments for Medamorph and Gastroenterology of the Rockies. Monitors Board Room condition and advise management if there are any problems with scheduling or housekeeping
• Coordinates food and refreshment ordering for a variety of meetings, determining who will be at each location, what items should be ordered, placing appropriate orders, accurate and on-time delivery of items, and obtains receipts for delivered items.
• Greets visitors for both Medamorph, Gastroenterology of the Rockies, and tenants. Contacts the appropriate individual(s) and ensures that they meet with the visitor(s) on a timely basis.
• Maintains inventory of office and break room supplies for assigned location. Obtains approval from management and places orders for replenishment as needed. Verifies receipt of orders and stocks shelves and/or delivers items upon receipt of replacement items. Takes requests from staff for additional or new items, reviews them with accounting management and if approved, orders the items.

• Performs other tasks, duties and projects assigned by manager.

Knowledge, Skills, and Abilities:

• Maintains up-to-date knowledge levels in his/her assigned areas of responsibility
• Understands and comply with company policies as outlined in the Employee Handbook and Company Compliance Plan
• Understands company operations beyond his/her own area of responsibility and uses this knowledge to assist and support other parts of the organization. Is aware of his/her own strengths and weaknesses.
• Accepts feedback and takes action to enhance his/her strengths and improve areas that need attention.

Minimum Qualifications:

• High School Diploma or GED with 2+ years office receptionist experience (preferably in the medical environment)
• Excellent verbal and written communication skills
• Able to deal with a high level of professionalism with customers, doctors, staff, peers, and the public in normal and stressful situations
• Must be able to interact in a positive and professional manner with members of all other departments and demonstrate a spirit of teamwork
• Must be able to analyze situations and react quickly and effectively to resolve issues
• Must have high level of knowledge of computer programs such as Word, Excel, and medical software, (such as Intergy)
• Must be able to multitask in a fast-paced environment to handle a variety of tasks in support of the organization.

Physical Demands and Work Environment:

• Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances.
• Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
• Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of the position.

Equal Opportunity Employer

Salary


$20.5 - $26 per hour