PT Receptionist 2pm-8pm

The Alden Network; Chicago (IL); On-site; USD 60,000 - 85,000; Full time

Job summary

The Alden Network is seeking a skilled Office Operations Director to oversee the Medical Records department in Chicago, IL. You will direct, plan and coordinate all aspects of the office, ensuring efficient, compliant operations and high-quality service to residents, families, and staff.

Applicants should have strong administrative experience, leadership qualities and the ability to make critical decisions during emergencies, while maintaining a calm and collaborative work environment.

Qualifications

• High school education or equivalent; some college preferred.
• Knowledge of administrative practices, procedures, and guidelines.
• Accurate typing, filing and record keeping skills.
• Good communication skills and English proficiency.
• Ability to make independent decisions and stay calm in emergencies.
• Tactful interaction with residents, families, visitors and staff.

Responsibilities

• Review the department policy manual, job descriptions and schedules annually.
• Follow departmental policies and ensure proper dress code.
• Meet with the receptionist regularly to improve service.
• Recruit, interview and select personnel with Administrator approval.
• Schedule department hours, assignments and expedite work.
• Complete performance evaluations timely.
• Monitor reception area operations and ensure proper procedures.
• Answer phone, screen calls and relay messages promptly.
• Greet and direct visitors; sign-in assistance.
• Type, file and maintain all records and supplies.
• Prepare reports and correspondence for Administrator.
• Distribute mail and faxes; forward to agencies as required.
• Maintain cordial relationships with residents, staff and public.
• Perform other related duties as assigned.

Skills

Administrative practices

Typing & filing

Communication skills

English literacy

Decision making

People skills

Leadership

Patience & empathy

Education

High school diploma or equivalent

Job description

JOB SUMMARY:

• Responsible to direct the overall office operations. Directs, plans, coordinates, and administers the overall operation of the Medical Records department.

QUALIFICATIONS:

• High school education or equivalent; some college preferred.
• Must be knowledgeable of administrative practices, procedures, and guidelines.
• Accurate typing, filing and record keeping skills.
• Good communication skills.
• Must be able to read, write and speak the English language in an understandable manner.
• Must possess the ability to make independent decisions when circumstances warrant such action and to remain calm during emergency situations.
• Must possess the ability to deal tactfully with residents, family members, visitors, personnel, government agencies/personnel, and general public.
• Must possess leadership and supervisor’s ability and willingness to work harmoniously with other personnel.
• Must have patience, tact, a cheerful disposition, and enthusiasm.

PHYSICAL REQUIREMENTS:

• Must be able to move intermittently throughout the workday.
• Must be able to cope with the mental and emotional stress of the position.
• Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
• Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, visitors, personnel, and support agencies.
• Must be in good general health and demonstrate emotional stability.
• Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people.
• May be required to lift and move equipment and supplies, etc., in excess of fifty
• (50) pounds throughout the workday.
• Must have a pleasant speaking voice.
• Is subject to exposure to infectious waste, diseases, conditions, etc., including exposure to the (HIV) AIDS and Hepatitis B viruses.

ESSENTIAL FUNCTIONS:

Review the department’s policy and procedure manual, Job Descriptions, cleaning schedules, etc., at least annually for revisions and make recommendations to the Administrator.

• Follow established departmental policies and procedures, including appropriate dress code.
• Meet with the receptionist on a regularly scheduled basis to assist in identifying and correcting problem areas, and/or the improvement of service.
• Recruit, interview, and select personnel with the approval of the Administrator (if applicable).
• Schedule department work hours, personnel, work assignments, etc., to expedite work (if applicable).
• Complete performance evaluations timely (if applicable).
• Make daily rounds of reception area to assure that reception personnel are performing required duties and to assure that appropriate reception procedures are being followed (if applicable).
• Answer the telephone promptly and politely, screen all incoming calls according to facility policy. Take messages and relay them promptly to the proper individual.
• Greet and direct all visitors to sign in.
• Type, file, copy materials and maintain all files, records equipment, and supply items as assigned.
• Prepare reports, assignments and correspondence as needed and directed by Administrator.
• Receive, sort, direct mail, and fax information.
• Send reports to appropriate agencies as required.
• Maintain cordial relationships with all residents, staff, public agencies, visitors, and callers.
• Perform other related duties as assigned.