Office Assistant

Job Title:
Front Desk / Office Assistant

Location:
Lexington Premier Nursing and Rehab

Department:
Administration

Reports to:
Business Office Manager

Position Type:
Hourly 8am- 4:30p

The Front Desk / Office Assistant is the primary point of contact for residents, visitors, families, vendors, and incoming telephone calls. This position is stationed at the front desk and provides a welcoming, professional, and organized reception experience while assisting the Business Office Manager with assigned clerical and office tasks. Front desk coverage, prompt telephone response, visitor assistance, and resident safety needs take priority;

office support work is completed during appropriate downtime or with approved front desk coverage.

• Work at the front desk during assigned hours; greet visitors, residents, families, vendors, and staff courteously and provide appropriate directions and assistance.

• Answer incoming calls promptly, identify the caller’s need, transfer calls to the correct person or department, and accurately relay messages.

• Maintain visitor sign-in procedures and logs in accordance with facility access, privacy, and security policies; promptly report suspicious or concerning situations.

• Assist with general questions without disclosing confidential resident, employee, or financial information; refer clinical concerns to nursing personnel.

• Receive and sort mail, deliveries, packages, and messages as assigned.

• Keep the reception desk, entry area, forms, and front office supplies neat, organized, and ready for visitors.

• Provide basic appointment, meeting, and administrative scheduling support as directed.

• Notify appropriate personnel of emergencies, incidents, resident requests, and visitor concerns; follow the facility’s emergency response procedures.

• Provide clerical support including copying, scanning, faxing, data entry, and filing, without interrupting essential front desk responsibilities.

• Assist the Business Office Manager, with organizing, scanning, filing, and maintaining business office documents and records.

• Assist with preparation and distribution of billing correspondence and supporting documents for Medicare, Medicaid, private pay, and insurance matters, as assigned.

• Help record, route, and organize payments, receipts, and accounts receivable follow-up materials under established controls and Business Office Manager direction.

• Assist with resident trust account paperwork and records, as assigned; handle transactions or reconciliation only when specifically authorized.

• Help prepare routine reports, audits, account documentation, and administrative follow-up lists.

• Communicate billing-related inquiries to the Business Office Manager or appropriate staff rather than making independent account adjustments, commitments, or determinations.

• Coordinate with other departments to obtain missing paperwork or required supporting information while maintaining confidentiality.

• Front desk presence, visitor assistance, incoming phone calls, and urgent resident or safety needs come first.

• Office support assignments are completed during slower front desk periods or when another employee provides approved reception coverage.

• Protect HIPAA-protected information, employee records, financial data, and resident rights at all times.

• Communicate competing priorities or incomplete assignments to the Business Office Manager promptly; perform other reasonable duties assigned by management.

• High school diploma or GED required; receptionist, customer service, or office experience preferred; healthcare or long-term care experience beneficial.

• Excellent phone etiquette,…