Office Professional; BayPointe Hospital

Responsibilities

Primary

Job Duties:

Greets all visitors entering the lobby

• Verbally greets and recognizes all visitors coming through the main lobby with appropriate greeting.
• Obtains sufficient information from visitors in regards to the nature of the visit and makes the appropriate connection to AltaPointe staff.
• Advises employees that visitors are in the front area waiting to be seen.
• Announces all visitors before referring them to go to employees’ offices or work spaces.
• Ensures visitors sign in.
• Maintains sign in record ensuring HIPAA compliance and tracking of facility items that have been loaned to the visitor, e.g. keys and badge.
• Tracks wait time for screenings and admissions.
• Kindly advises visitors of policies as needed, e.g. smoking.
• Ensures lobby and front desk is maintained in a neat and organized manner.
• Ensures that intake rooms are neat, orderly and contact janitorial or maintenance in a timely manner for request.
• Serves as point of contact for request of records by guardian ad litem.

Handles incoming and outgoing calls for facility

• Answers all incoming calls with appropriate greeting and within a satisfactory number of rings.
• Obtains sufficient information from callers in regards to the nature of the call and makes the appropriate connection to AltaPointe staff.
• Keeps accurate records of phone repairs needed within facility.
• Assists facility staff in making long-distance calls.

Administrative support duties

• Assist with maintaining NHPPD
• Issues key fobs to new employees and vendors
• Prepares and/or replaces key sets with assistance from maintenance
• Activates and deactivates key fobs as requested
• Assist with any problems or discrepancies
• Collect fees for replacement key fobs
• Keeps abreast of staff whereabouts, facility related activities (like meetings and trainings occurring on site), and calendars to properly connect visitors/callers.
• Keeps abreast of census.
• Records caseloads for physicians and reports those numbers to HR
• Records messages on behalf of employees and communicates messages to employees as needed.
• Notifies security and staff of emergency situations in a timely manner.
• Maintains and distributes office supplies appropriately.
• Prepares supply orders for purchasing
• Displays a courteous manner to all visitors/callers.
• Uses discretion in discussions with visitors/callers.
• Provides information to visitors/callers in relation to the facility.
• Ensures the front desk is covered at all times during shift.
• Operates the paging system and uses discretion when paging.
• Adheres to 5-Star Customer Service guidelines.
• Works with clinical staff to maintain and organize visitation calendars.
• Maintains the employee meal sign-up, collects money from staff for employee meals, and communicates number of meals to kitchen daily
• Sends HR documentation on meal tickets for payroll by due date.
• Enters maintenance requests for building as requested using software system.
• Enters IT-Pointes as it pertains to the front desk phone, computer and IT related equipment.
• Distributes internal and external mail to appropriate staff or department.
• Assists facility staff with interoffice mail.
• Signs for packages.
• Maintains and organizes a lost-and-found system.
• serves as backup for West Mobile Academy office professional
• Other duties and projects as assigned.

Supervision and consultation

• Seeks supervision and consultation as needed.
• Accepts and employs suggestions for improvement.
• Actively works to enhance skills.
• Provides regular feedback to supervisor on issues/problems pertaining to work functions or observed throughout facility.

Customer Service Driven Care

• Treats consumer with care, dignity, and compassion
• Respects consumers’ privacy and confidentiality
• Is pleasant and cooperative with others
• Works in a cooperative manner with other AltaPointe employees.
• Assists consumer and visitors as needed
• Personal values don’t inhibit ability to relate and care for others
• Is sensitive to the consumer’s needs, expectations and individual differences.
• Is gentle and calm with consumers, families and others as appropriate
• Works pro-actively to problem solve issues for family and consumers prior to involving supervisor or program management.
• Utilizes hospitality skills as the…