Receptionist

Auburn-Rehabilitation-; City of Auburn (NY); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Premium Compensation

Great Benefits Package

Professional Growth & Stability

401(k)

Dental insurance

Health insurance

Paid time off

Job summary

Auburn-Rehabilitation- is seeking a Front Desk & Administrative professional to greet visitors, manage front desk operations, and support medical records handling. The role requires ensuring proper authorization, maintaining equipment, and routing calls and messages to the right departments.

A HIPAA-aware mindset is essential. The position emphasizes confidentiality, professional conduct, and coordination with nursing and administration to support resident services and scheduling.

Qualifications

• Required: High school diploma or equivalent.
• Preferred: Healthcare setting experience, medical records, or administrative role.
• Preferred: Office administration or medical records management experience.

Responsibilities

• Greet visitors and direct them to the appropriate person or department.
• Ensure authorized entry for all individuals entering/exiting the facility.
• Operate and maintain office equipment (fax, copiers, phones, and computers).
• Answer calls, provide information, take messages, or transfer calls.
• Maintain HIPAA-compliant medical records and related documentation.

Skills

Customer service

Communication

Confidentiality

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheet

Database software

Job description

We offer the Following:

• Premium Compensation

• Great Benefits Package

• Professional Growth & Stability

Benefits:

• 401(k)

• Dental insurance

• Health insurance

• Paid time off

Essential Functions:

Front Desk & Administrative Responsibilities:

• Greet visitors, determine the nature of their visit, and direct them to the appropriate person or department.

• Ensure all individuals entering and exiting the facility have proper authorization.

• Operate and maintain office equipment, including fax machines, copiers, phone systems, and computers.

• Answer incoming calls, provide information, take messages, or transfer calls to appropriate individuals.

• Ensure emergency calls are routed appropriately and no personal calls disrupt work operations.

• Sort and distribute incoming mail, prepare outgoing mail, and coordinate deliveries.

• Order and maintain office and medical supplies, ensuring adequate stock for operations.

• Prepare and distribute reports, memos, letters, and other documents using word processing, spreadsheet, and database software.

• Maintain records management systems, including filing and organizing documentation.

• Maintain, file, and retrieve resident medical records in compliance with HIPAA and facility policies.

• Assist with scanning, copying, and distributing medical documents as needed.

• Ensure all medical records are accurate, up-to-date, and properly secured as appropriate.

• Assist in preparing resident charts for admission, discharge, and transfers.

• Track physician orders and follow up on required documentation.

• Maintain an updated resident room listing and department notifications.

• Coordinate communication between nursing staff, administration, and other departments.

• Assist with scheduling appointments, transportation, and resident services as needed.

• Provide information about facility services.

• Operate interoffice communication systems, including paging, intercoms, and two-way radios, as needed.

General Expectations:

• Maintain professionalism and confidentiality at all times.

• Ensure proper coverage at the front desk when stepping away.

• Follow all facility policies and procedures as per the Employee Handbook.

• Perform other duties as assigned by management.

Education & Experience:

• Required:High school diploma or equivalent.

• Preferred:Prior experience in a healthcare setting, medical records, or administrative role.

• Preferred: Prior experience in office administration or medical records management.

ACKNOWLEDGEMENT

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. All pay rates and bonuses are paid and/ or awarded to employees based on the facilities policy and/ or the CBA, depending on the position.