Reception & Front Desk Operations
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Greet and professionally receive all visitors, family members, vendors, and staff entering the facility
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Operate multi-line telephone system; route calls, take messages, and respond to general inquiries
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Maintain a clean, organized, and welcoming front desk and lobby area at all times
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Manage visitor sign-in/sign-out logs and enforce facility visitation policies in accordance with regulatory requirements
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Provide families with timely, compassionate communication upon arrival, including directing them to appropriate staff members or resident rooms
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Serve as a liaison between residents, families, and clinical/administrative staff
Medical Records Management
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Scan, index, and file incoming medical records, referral documents, and clinical correspondence accurately and in a timely manner
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Maintain electronic and paper medical record systems in compliance with HIPAA regulations and facility policy
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Process requests for medical record releases in coordination with the Health Information Management team
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Ensure integrity and confidentiality of all resident health information
Resident Appointment Coordination
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Schedule and track resident appointments with external providers including physicians, specialists, dental, vision, and ancillary services
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Communicate appointment details to nursing staff, residents, and family members in advance
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Maintain an accurate master appointment calendar and provide daily scheduling reports to nursing and charge staff
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Follow up on appointment outcomes and ensure documentation is returned and filed appropriately
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Coordinate with interdisciplinary team to prioritize urgent or time-sensitive appointments
Transportation Coordination
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Arrange and confirm transportation for residents traveling to and from medical appointments, including ambulance, wheelchair van, and taxi/rideshare services
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Verify insurance coverage and obtain necessary authorizations for non-emergency medical transportation (NEMT) as required
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Communicate transportation schedules to residents, families, and nursing staff
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Maintain relationships with transportation vendors and escalate service concerns to administration
Family Communications & Relations
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Welcome and orient family members and responsible parties upon arrival to the facility
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Provide general information about facility policies, visiting hours, and available services
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Direct families to appropriate clinical or administrative contacts for specific concerns
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Communicate facility updates, event information, and important notices to family members as directed
General Administrative Support
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Manage incoming and outgoing mail, faxes, and deliveries
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Maintain office supply inventory and submit purchase requests as needed
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Assist with data entry and maintenance of resident information in electronic health record (EHR) system
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Support the Administrator and Director of Nursing with clerical tasks as assigned
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Participate in facility committees, trainings, and in-service education as required
Rate: $17-$20 an hour
