Receptionist

The Alden Network; Orland Park (IL); On-site; USD 40,000 - 56,000; Full time

Job summary

The Alden Network is seeking an Office Administrator/Medical Records Supervisor to direct the overall office operations and lead the Medical Records department. The role emphasizes administrative practices, accurate typing and record keeping, and strong communication with residents, families, staff and agencies.

Responsibilities include policy review, staff recruitment, scheduling, evaluations and daily reception oversight, with a focus on calm decision-making during emergencies and maintaining

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.
• Must read, write and speak English clearly.
• Ability to make independent decisions in emergencies.
• Ability to interact tactfully with residents, family members, visitors, staff and agencies.
• Leadership and supervisory capabilities; ability to work with others.
• Patience, tact, cheerful disposition and enthusiasm.

Responsibilities

• Review the department’s policy and procedure manual annually and recommend revisions to the Administrator.
• Follow established departmental policies and dress code, and meet with the receptionist to improve service.
• Recruit, interview and select personnel with Administrator approval.
• Schedule department work hours and assignments to expedite work.
• Complete performance evaluations timely.
• Make daily rounds of the reception area to ensure duties are performed.
• Answer telephone promptly, screen calls, relay messages, and greet visitors.
• Type, file, copy materials and maintain all files, records, equipment and supplies.
• Prepare reports and correspondence as directed by the Administrator.
• Receive, sort, direct mail and fax information; send reports to agencies as required.
• Maintain cordial relationships with residents, staff, public agencies, visitors and callers.
• Perform other related duties as assigned.

Skills

Administrative skills

Typing

Record keeping

Communication skills

Decision making

Leadership

Patience & tact

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.