Administrative Assistant/Receptionist

Reynolds + Rowella; Greenwich (CT); On-site; USD 48,000 - 52,000; Full time

Benefits offered by this job

Healthy Work/Life Balance

Medical/Dental Insurance

401(k) with company match

Paid Training

Competitive PTO Policy

Job summary

Reynolds + Rowella is seeking an Administrative Assistant/Receptionist in Greenwich, CT. This role involves greeting patients, managing check-ins, and maintaining a welcoming atmosphere. You will support the practice by coordinating appointments, ensuring patient flow, and keeping accurate records.

The practice has a supportive team dynamic, with an expected volume of 30-50 patients daily. Ideal candidates have 2-5 years of administrative experience, preferably in healthcare, and must be fully vaccinated.

Qualifications

• 2-5 years of administrative experience, ideally in a medical office setting.
• Must be fully vaccinated and boosted for Covid.
• Strong communication and interpersonal skills.

Responsibilities

• Greet patients and visitors warmly in person or over the phone.
• Manage full patient check-in and check-out process efficiently.
• Organize/update patient histories using electronic software.

Skills

Customer service experience

Communication skills

Organizational skills

Multi-tasking ability

Knowledge of medical terminology

Job description

Pay: $24.00/hr + OT eligibility + Retail Commissions

Title: Administrative Assistant/Receptionist

Client Location: Greenwich, CT

Client Industry: Healthcare

Reports to: Office Manager

Reason for Opening: New – Expansion of Business due to 3 internal promotions

Schedule: 40 hours per week - Mon/Fri 8am – 4pm, Tues/Thurs 9am-5pm, Wed 10am-6pm (potential rotating Saturday schedule with other staff)

Benefits

• Healthy Work/Life Balance
• Rewarding Working Culture and promotions/career growth
• Paid Training
• Employee Discounts and employee cosmetic treatments
• Dermatology training program and continuing education stipend
• Medical/Dental Insurance (Medical Insurance - Company covers 50%)
• 401(k) savings plan with company match
• Competitive PTO Policy: 2 weeks’ Vacation, 1 week Personal

Summary of Position

The Administrative Assistant/Receptionist will be the face of the Practice, providing a high level of customer services to patients by greeting clients, maintaining a relationship and accommodating their needs. The goal is to make each client of the practice and visitors feel comfortable and valued. The role will be in the office 5 days a week, during normal business hours. On average, the Practice would see anywhere from 30-50 patients per day. There will be 3 other administrative assistants on the team, and 4 medical assistants supporting you. In this role you must be able to commute and accommodate other locations at times, company events, coverage (Greenwich, Stamford, Fairfield).

Essential Functions

Patient Experience/Reception

• Patient Greeting: Welcome/Greet all patients and visitors in person warmly in person or over the phone
• Checking-In/Out: Manage full patient check in and out process efficiently
• Inquiry Management: Answer questions, address complaints, provide accurate information to all visitors
• Environment Maintenance: Ensure front desk and waiting area remain tidy and professional throughout the day

Scheduling/Clinical Support

• Appointment Management: Schedule/Coordinate appointments based on client needs and provider availability
• Patient Flow: Facilitate flow by notifying providers of arrivals, monitoring delays, and communication updates to both patients and staff
• Follow-Up: Conduct proactive follow-up calls/emails to ensure client satisfaction and secure future bookings

Records/Documentation

• Health Records: Organize/Update patient histories using electronic software, forms, and interpersonal communication
• Data Integrity: Maintain accuracy/integrity of all electronic recordkeeping and filing systems
• Confidentiality: Protect patient privacy by securing all Protected Health Information (PHI) in compliance with regulations
• Document Processing: Collect, scan, and distribute necessary forms/patient information

Administrative/Management Support

• Management Liaison: Act as primary liaison for management, assisting with various personal and professional tasks
• Communications: Handle incoming phone calls, manage the office email, and route correspondence to appropriate parties
• Office Logistics: Monitor inventory, place orders for office supplies, and accept/distribute deliveries
• General Duties: Arrive punctually before the first client and perform other related duties as assigned

Desired Skills/Requirements

• Strong customer service experience and or (concierge care)
• Strong communication and interpersonal skills
• Highly organized and can easily multi-task, prioritize tasks
• At least 2-5 years of administrative experience, ideally in a medical office setting
• Must be able to commute to all locations at times (Company Meetings, Coverage)
• Must be fully vaccinated and boosted (Covid) (original vaccination + 1 booster)
• Knowledge of medical terminology is a plus, not required