Receptionist

Vantage Care Management; Oaklands (MA); On-site; USD 36,000 - 48,000; Full time

Job summary

Vantage Care Management in Massachusetts is seeking a friendly, detail-oriented front desk receptionist to greet visitors and coordinate with staff. You will handle multi-line calls, direct inquiries, and assist with basic administrative tasks in a fast-paced healthcare environment.

The role requires professionalism, empathy, and the ability to stay calm under pressure while ensuring accurate data entry and timely communication with patients, families, and providers.

Responsibilities

• Greet patients, visitors, and families with a positive, helpful attitude and provide exceptional customer service
• Direct visitors to various locations and ensure smooth check-in/out of the building
• Answer phones for a multi-line system and forward/return calls promptly
• Handle and dispatch emergency and non-emergency messages
• Maintain confidential resident and patient information and enter demographics into the system
• Process AP invoices and payments including coding and data entry, and scan documents into management systems
• Distribute mail and packages throughout the office and monitor alarms when applicable
• Respond to emergencies following established protocol and communicate effectively in routine and high-stress situations
• Keep lobby organized, clean, and professional, and support coworkers as needed
• Adhere to customer service standards, showing empathy, courtesy, and respect for others
• Perform related duties as required

Job description

• Greet patients, visitors, families with a positive, helpful attitude; provide exceptional customer service

• Provides assistance and guidance to visitors, directing them to various locations.

• Ensure visitors are checking in and out of the building

• Get identification from agency, vendor visitors

• Answering phones for a multi-line phone system

• Answer, forward, and return calls in a timely manner

• Fielding calls from Families, Hospitals, Nursing Homes, Patients, Physicians, etc.

• Taking and dispatching emergency and non-emergency messages

• Remaining pleasant and professional with callers, and calm under pressure

• Working hand in hand with coworkers

• Check office voicemail, return calls and forward to other team members as necessary

• Entering resident demographics into Point Click Care

• Maintaining client account information

• Handling Protected Health Information

• Assist in the processing of AP invoices and payments including coding, filing, data entry

• Scan and store documents into document management systems or databases

• Respond to Vendor payment requests calls by sending information to Corporate Accounts Payable as applicable

• Distribute mail/package deliveries throughout office

• Monitor Roam Alert alarms and respond in accordance with policy and procedure.

• Ability to handle occasional pressure due to multiple calls, inquires, locating personnel, etc.

• Forwards medical reports, Express Mail, mail, etc., to the appropriate personnel and/or resident.

• Utilize the public address system and beepers in accordance with established procedures.

• Responds to emergency calls following established protocol.

• Communicate effectively during routine and emergency situations.

• Ensure that the lobby is maintained in an orderly and clean manner.

• Perform duties in a safe manner.

• Demonstrate an attitude of cooperation and professionalism when dealing with peers and supervisors.

• Adhere to all aspects of Customer Service, some examples include the following:

• Working together, showing empathy, courteous communication, respect for others.

• Perform other related duties as required.