Office Assistant

Apploi; Lexington, Idle Hour (KY, KY); On-site; USD 17,000 - 22,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401K

PTO Plan

Job summary

Apploi at Lexington Premier Nursing and Rehab seeks a Front Desk / Office Assistant to be the welcoming first contact for residents, visitors, families, and staff. You will manage reception duties and support the Business Office Manager with clerical tasks while ensuring a professional, organized front office and visitor experience.

The role requires strong communication, reliability, and discretion; duties include mail handling, scheduling, billing support, and basic data entry, with HIPAA

Qualifications

• High school diploma or GED required; healthcare experience is a plus.
• Excellent phone etiquette and professional communication.
• Ability to multitask and maintain organized records.
• Proficient with computers, Microsoft Office, email, and standard office equipment.
• Regular attendance and discretion with HIPAA and resident rights.

Responsibilities

• Greet visitors and residents and answer calls; transfer to the appropriate person.
• Maintain visitor sign-in logs and ensure privacy and security.
• Provide clerical support including mail, scans, data entry, and filing.
• Assist with scheduling and billing-related tasks as directed.
• Protect HIPAA and resident rights; report concerns per procedures.

Skills

Phone etiquette

Customer service

Communication

Reliability

Discretion

Multitasking

Organization

Education

High school diploma or GED

Tools

MS Office

Email

Job description

Job Title: Front Desk / Office Assistant

Location: Lexington Premier Nursing and Rehab

Department: Administration

Reports to: Business Office Manager

Position Type: Hourly 8am- 4:30p

Position Summary

The Front Desk / Office Assistant is the primary point of contact for residents, visitors, families, vendors, and incoming telephone calls. This position is stationed at the front desk and provides a welcoming, professional, and organized reception experience while assisting the Business Office Manager with assigned clerical and office tasks. Front desk coverage, prompt telephone response, visitor assistance, and resident safety needs take priority; office support work is completed during appropriate downtime or with approved front desk coverage.

Essential Duties — Front Desk & Reception

• Work at the front desk during assigned hours; greet visitors, residents, families, vendors, and staff courteously and provide appropriate directions and assistance.

• Answer incoming calls promptly, identify the caller’s need, transfer calls to the correct person or department, and accurately relay messages.

• Maintain visitor sign-in procedures and logs in accordance with facility access, privacy, and security policies; promptly report suspicious or concerning situations.

• Assist with general questions without disclosing confidential resident, employee, or financial information; refer clinical concerns to nursing personnel.

• Receive and sort mail, deliveries, packages, and messages as assigned.

• Keep the reception desk, entry area, forms, and front office supplies neat, organized, and ready for visitors.

• Provide basic appointment, meeting, and administrative scheduling support as directed.

• Notify appropriate personnel of emergencies, incidents, resident requests, and visitor concerns; follow the facility’s emergency response procedures.

• Provide clerical support including copying, scanning, faxing, data entry, and filing, without interrupting essential front desk responsibilities.

Essential Duties — Office Support

• Assist the Business Office Manager, with organizing, scanning, filing, and maintaining business office documents and records.

• Assist with preparation and distribution of billing correspondence and supporting documents for Medicare, Medicaid, private pay, and insurance matters, as assigned.

• Help record, route, and organize payments, receipts, and accounts receivable follow-up materials under established controls and Business Office Manager direction.

• Assist with resident trust account paperwork and records, as assigned; handle transactions or reconciliation only when specifically authorized.

• Help prepare routine reports, audits, account documentation, and administrative follow-up lists.

• Communicate billing-related inquiries to the Business Office Manager or appropriate staff rather than making independent account adjustments, commitments, or determinations.

• Coordinate with other departments to obtain missing paperwork or required supporting information while maintaining confidentiality.

Priorities & Accountability

• Front desk presence, visitor assistance, incoming phone calls, and urgent resident or safety needs come first.

• Office support assignments are completed during slower front desk periods or when another employee provides approved reception coverage.

• Protect HIPAA-protected information, employee records, financial data, and resident rights at all times.

• Communicate competing priorities or incomplete assignments to the Business Office Manager promptly; perform other reasonable duties assigned by management.

Position Requirements & Qualifications

• High school diploma or GED required; receptionist, customer service, or office experience preferred; healthcare or long-term care experience beneficial.

• Excellent phone etiquette, customer service, communication, reliability, professionalism, and discretion.

• Ability to multitask, prioritize interruptions, keep organized records, and work cooperatively with all departments.

• Working knowledge of computers, Microsoft Office, email, and standard office equipment; willingness to learn facility systems and payer processes.

• Regular attendance, punctuality, adherence to assigned work schedule, infection prevention practices, abuse prevention, and resident rights policies.

Physical, Mental & Work Environment Demands

Work requires prolonged sitting or standing at the reception area; frequent telephone and computer use; hand coordination; attention to multiple interruptions; occasional lifting of up to 15 pounds; and potential exposure to routine healthcare environmental hazards. Reasonable accommodations may be made to enable qualified individuals to perform essential functions.

Benefits

• Medical
• Dental
• Vision
• 401K
• PTO Plan