Compassionate Front Desk & Admissions Coordinator

Confidential; Hayward (CA); On-site; USD 25,000 - 28,000; Full time

Job summary

Confidential is seeking a warm, organized receptionist to be the first point of contact and vital support for admissions. You will greet visitors, manage a multi-line phone system, and maintain the lobby while assisting with pre-admission tasks and data entry in the EHR.

The role requires excellent customer service, attention to detail, and discretion with sensitive information. Healthcare setting experience is a plus; 6+ months in a related role is preferred.

Qualifications

• High school diploma or equivalent.
• Minimum of 6 months of experience in receptionist/administrative or customer service roles; healthcare setting is a plus.
• Exceptional interpersonal and communication skills with a calm, empathetic phone demeanor.
• Strong proficiency with computers and Microsoft Office (Word, Excel, Outlook) and multi-line phone systems.
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Discretion and strict adherence to HIPAA and patient confidentiality regulations.

Responsibilities

• Greet visitors, residents, and staff in a courteous, professional manner.
• Operate a multi-line telephone system and direct calls; take detailed messages.
• Manage the main entrance, sign-in/out, and adherence to facility policies.
• Maintain security by following safety procedures and controlling access.
• Sort and distribute daily mail, packages, and deliveries.
• Manage the resident roster and census reports for internal communication.
• Provide administrative support (photocopying, faxing, filing).
• Maintain lobby and reception area appearance.
• Assist residents with minor requests (transport, directions).
• Support Admissions Director and clinical team during pre-admission and admission processes.
• Prepare admission packets, consent forms, and paperwork for new residents.
• Enter preliminary patient data into the facility’s EHR system.
• Schedule admission appointments and tours; file documents confidentially.
• Maintain admissions log and waiting list.

Skills

Receptionist

Customer service

HIPAA

MS Office

EHR system

Phone systems

Education

High school diploma or equivalent

Tools

Microsoft Office

Multi-line phone system

EHR system

Job description

Confidential is seeking a warm, organized receptionist to be the first point of contact and vital support for admissions. You will greet visitors, manage a multi-line phone system, and maintain the lobby while assisting with pre-admission tasks and data entry in the EHR.

The role requires excellent customer service, attention to detail, and discretion with sensitive information. Healthcare setting experience is a plus; 6+ months in a related role is preferred.