Responsibilities:
Primary Job Duties:
Greets all visitors entering the lobby
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Verbally greets and recognizes all visitors coming through the main lobby with appropriate greeting.
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Obtains sufficient information from visitors in regards to the nature of the visit and makes the appropriate connection to AltaPointe staff.
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Advises employees that visitors are in the front area waiting to be seen.
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Announces all visitors before referring them to go to employees’ offices or workspaces.
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Ensures visitors sign in.
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Maintains sign in record ensuring HIPAA compliance and tracking of facility items that have been loaned to the visitor, e.g. keys and badge.
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Tracks wait time for screenings and admissions.
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Kindly advises visitors of policies as needed, e.g. smoking.
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Ensures lobby and front desk is maintained in a neat and organized manner.
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Ensures that intake rooms are neat, orderly and contact janitorial or maintenance in a timely manner for request.
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Serves as point of contact for request of records by guardian ad litem.
Handles incoming and outgoing calls for facility
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Answers all incoming calls with appropriate greeting and within a satisfactory number of rings.
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Obtains sufficient information from callers in regards to the nature of the call and makes the appropriate connection to AltaPointe staff.
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Keeps accurate records of phone repairs needed within facility.
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Assists facility staff in making long-distance calls.
Administrative support duties
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Assist with maintaining NHPPD
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Issues key fobs to new employees and vendors
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Prepares and/or replaces key sets with assistance from maintenance
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Activates and deactivates key fobs as requested
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Assist with any problems or discrepancies
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Collect fees for replacement key fobs
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Keeps abreast of staff whereabouts, facility related activities (like meetings and trainings occurring on site), and calendars to properly connect visitors/callers.
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Keeps abreast of census.
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Records caseloads for physicians and reports those numbers to HR
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Records messages on behalf of employees and communicates messages to employees as needed.
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Notifies security and staff of emergency situations in a timely manner.
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Maintains and distributes office supplies appropriately.
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Prepares supply orders for purchasing
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Displays a courteous manner to all visitors/callers.
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Uses discretion in discussions with visitors/callers.
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Provides information to visitors/callers in relation to the facility.
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Ensures the front desk is covered at all times during shift.
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Operates the paging system and uses discretion when paging.
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Adheres to 5-Star Customer Service guidelines.
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Works with clinical staff to maintain and organize visitation calendars.
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Maintains the employee meal sign-up, collects money from staff for employee meals, and communicates number of meals to kitchen daily
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Sends HR documentation on meal tickets for payroll by due date.
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Enters maintenance requests for building as requested using software system.
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Enters IT-Pointes as it pertains to the front desk phone, computer and IT related equipment.
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Distributes internal and external mail to appropriate staff or department.
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Assists facility staff with interoffice mail.
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Signs for packages.
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Maintains and organizes a lost-and-found system.
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serves as backup for West Mobile Academy office professional
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Other duties and projects as assigned.
Supervision and consultation
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Seeks supervision and consultation as needed.
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Accepts and employs suggestions for improvement.
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Actively works to enhance skills.
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Provides regular feedback to supervisor on issues/problems pertaining to work functions or observed throughout facility.
Customer Service Driven Care
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Treats consumer with care, dignity, and compassion
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Respects consumers’ privacy and confidentiality
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Is pleasant and cooperative with others
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Works in a cooperative manner with other AltaPointe employees.
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Assists consumer and visitors as needed
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Personal values don’t inhibit ability to relate and care for others
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Is sensitive to the consumer’s needs, expectations and individual differences.
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Is gentle and calm with consumers, families and others as appropriate
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Works pro-actively to problem solve issues for family and consumers prior to involving supervisor or program management.
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Utilizes hospitality skills as the facility representative during all consumer and guardian encounters.
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Courteous and respectful towards consumers, visitors, and co-workers
Administrative and other related duties
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Actively participates in Performance Improvement activities.
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Actively participates in AltaPointe committees as required.
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Works in a cooperative manner with other AltaPointe employees.
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Follows AltaPointe policies and procedures.
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Completes all assigned tasks in a timely manner.
Physical Requirements of the Job:
- Continuous sitting (extended sitting) up to 2 hours at a time until break or lunch.
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Reaching forward to place paperwork on a document stand.
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Grasping to turn keys in doors throughout facility, grabbing files/paperwork
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Lifting and carrying up to 15 pounds to transport small quantity of charts various distances in facility.
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Fine manipulation/dexterity for data entry, writing and handling paperwork.
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Standing and walking frequently throughout shift and to various locations in the facility to file charts and put up supplies.
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Sitting can be in frequent bursts up to 10 minutes. Extended sitting can be up to, but limited to 1 hour.
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While filing in the medical records department, the employee may bend forward squat/lunge stoop or crouch to access the levels that are at floor waist level. Forward bending while sitting or crouching to access safe in office may be needed.
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Forward reaching, reaching out to front , and overhead reaching with up to 5 pounds to 15 is performed when filing records and charts.
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Forward reaching, overhead reaching and reaching down while filing medical record that can range up to 15 pounds.
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Lifting various ranges from the floor to overhead throughout the day with up to 15 pounds (medical records and supplies).
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Frequent pushing/pulling with a force up to 25 pounds (medical record cart) and doors throughout the facility (5 pounds).
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Step ladder climbing frequently to access higher shelves for filing and stocking/retrieving supplies.
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Strong grasp/pinch grip needed to use keys in doors and to handle medical records.
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Fine manipulation/dexterity to use computer, write and handle medical records paperwork.
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Must be able to stand for long periods of time, continuously bend, stoop, kneel, crouch, reach and lift at least 10 pounds.
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Must have visual acuity in at least one eye and manual dexterity.
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Any additional duties as assigned by management.
Qualifications:
High school diploma or equivalent; one year experience working in a hospital or office setting handling front desk/reception type duties; proficient in the use of Microsoft Office products (Outlook, Word, Excel); ability to concentrate and maintain accuracy in spite of frequent interruptions; demonstrates knowledge and understanding of the below areas within six (3) months of employment:
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Works independently with minimal supervision.
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Uses judgment in carrying out all phases of work.
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Uses avatar system.
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Uses ShoreTel phone system.
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Knows AltaPointe’s continuum of care.
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Knows about community services.
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Knows guardian ad litem (GAL) process.
