Office Professional; BayPointe Hospital

Primary Job Duties

• Verbally greet and recognize all visitors coming through the main lobby with an appropriate greeting.
• Obtain sufficient information from visitors regarding the nature of their visit and make the appropriate connection to AltaPointe staff.
• Advis eemployees that visitors are in the front area waiting to be seen.
• Announce all visitors before referring them to employees’ offices or work spaces.
• Ensure visitors sign in.
• Maintain sign‑in record ensuring HIPAA compliance and track facility items that have been loaned to visitors, e.g., keys and badges.
• Track wait time for screenings and admissions.
• Kindly advise visitors of policies as needed, e.g., smoking.
• Ensure lobby and front desk are maintained in a neat and organized manner.
• Ensure that intake rooms are neat, orderly and contact janitorial or maintenance in a timely manner for requests.
• Serve as point of contact for requests of records by guardian ad litem.

• Answer all incoming calls with an appropriate greeting and within a satisfactory number of rings.
• Obtain sufficient information from callers regarding the nature of the call and make the appropriate connection to AltaPointe staff.
• Keep accurate records of phone repairs needed within the facility.
• Assist facility staff in making long‑distance calls.

• Assist with maintaining NHPPD.
• Issue key fobs to new employees and vendors.
• Prepare and/ or replace key sets with assistance from maintenance.
• Activate and deactivate key fobs as requested.
• Assist with any problems or discrepancies.
• Collect fees for replacement key fobs.
• Keep abreast of staff whereabouts, facility‑related activities (like meetings and trainings occurring on site), and calendars to properly connect visitors/callers.
• Keep abreast of census.
• Record caseloads for physicians and report those numbers to HR.
• Record messages on behalf of employees and communicate messages to employees as needed.
• Notify security and staff of emergency situations in a timely manner.
• Maintain and distribute office supplies appropriately.
• Prepare supply orders for purchasing.
• Display a courteous manner to all visitors/callers.
• Use discretion in discussions with visitors/callers.
• Provide information to visitors/callers in relation to the facility.
• Ensure the front desk is covered at all times during the shift.
• Operate the paging system and use discretion when paging.
• Adhere to 5‑Star Customer Service guidelines.
• Work with clinical staff to maintain and organize visitation calendars.
• Maintain the employee meal sign‑up, collect money from staff for employee meals, and communicate the number of meals to the kitchen daily.
• Send HR documentation on meal tickets for payroll by due date.
• Enter maintenance requests for the building as requested using the software system.
• Enter IT-Pointes as it pertains to the front desk phone, computer and IT related equipment.
• Distribute internal and external mail to appropriate staff or department.
• Assist facility staff with interoffice mail.
• Sign for packages.
• Maintain and organize a lost‑and‑found system.
• Serve as backup for West Mobile Academy office professional.
• Perform other duties and projects as assigned.

• Seek supervision and consultation as needed.
• Accept and employ suggestions for improvement.
• Actively work to enhance skills.
• Provide regular feedback to supervisor on issues/problems pertaining to work functions or observed throughout the facility.

• Treat consumers with care, dignity, and compassion.
• Respect consumers’ privacy and confidentiality.
• Be pleasant and cooperative with others.
• Work in a cooperative manner with other AltaPointe employees.
• Assist consumers and visitors as needed.
• Personal values do not inhibit the ability to relate and care for others.
• Be sensitive to the consumer’s needs, expectations, and individual differences.
• Be gentle and calm with consumers, families and others as appropriate.
• Work proactively to problem‑solve issues for family and consumers before involving supervisor or program management.
• Utilize hospitality skills as the facility representative during all consumer and guardian encounters.
• Be…