Receptionist

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

We are looking for a warm, organized, and detail-oriented professional to be the first point of contact and a vital member of our team.

Pay range: $17.79 - $20.00 per hour

Your Mission:

The Receptionist serves as the welcoming face of our facility and crucial support to the admissions process. This position requires exceptional customer service skills, meticulous attention to detail, and the ability to handle sensitive information with discretion. The ideal candidate will seamlessly manage front desk operations while assisting in coordinating new resident admissions to ensure a smooth and compassionate transition for patients and their families.

Key Responsibilities:

Front Desk & Receptionist Duties:

• Greet all visitors, residents, and staff in a courteous, professional, and compassionate manner.
• Operate a multi-line telephone system, directing calls appropriately, taking detailed messages, and providing general information.
• Manage the main entrance, ensuring all visitors sign in/out and adhere 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 daily census report for internal communication.
• Provide administrative support to various departments (photocopying, faxing, filing).
• Maintain the cleanliness and professional appearance of the lobby and reception area.
• Assist residents with minor requests (e.g., calling for transportation, directing family members).
• Provide support to the Admissions Director and clinical team during the pre-admission and admission process.
• Prepare and assemble all admission packets, consent forms, and necessary paperwork for new residents and their families.
• Accurately enter preliminary patient data into the facility’s electronic health record (EHR) system.
• Schedule admission appointments and tours for prospective residents and families.
• File completed admission documents accurately and confidentially.
• Assist in maintaining the admissions log and waiting list.

Ideal Candidate Profile:

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

Why Consider This Role?

• Gain Invaluable, Career-Advancing Healthcare Experience: An introduction to the healthcare industry. You’ll build a critical bridge between clinical, administrative, and customer service functions. – not a temporary role.
• Be the Heartbeat of the Community, Not Just the Front Desk:
  This is more than answering phones. You will be the first reassuring smile for new residents during a challenging life transition and a trusted point of contact for their worried families. You’ll directly contribute to creating a welcoming, supportive environment where compassion is part of your daily work, making a tangible difference in people's lives.
• Master a Dynamic Skill Set in a Purpose-Driven Role:
  If you crave variety and hate monotony, this role delivers. You’ll develop a versatile skill set by balancing the organized multitasking of the front desk with the detailed, project-oriented nature of admissions. One moment you’re managing the lobby, the next you’re coordinating a smooth admission for a new resident. This diversity keeps the work engaging and ensures no two days are the same, all within a mission-driven organization.

Qualifications

Skills

Behaviors

:

Motivations

:

Education

Experience

Licenses & Certifications

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.