Secretary, Administrative​/Clerical

Secretary/Receptionist Position Summary We are seeking a professional, organized, and customer-focused Secretary/Receptionist to serve as the first point of contact for patients, families, and visitors at our rehabilitation facility. This position is responsible for maintaining a welcoming environment while providing administrative support to facility operations, including managing reports, collecting payments, coordinating tobacco purchases, and supporting departmental functions.

Key Responsibilities Patient and Visitor Relations Greet patients, families, and visitors in a courteous and professional manner.

Direct visitors to appropriate departments, staff members, or resident rooms.

Answer, screen, and route incoming phone calls.

Provide information regarding facility services, policies, and procedures.

Assist guests with general inquiries and concerns.

Administrative Support Schedule and coordinate appointments, meetings, and other facility-related activities.

Maintain and update patient records while ensuring confidentiality and HIPAA compliance.

Process incoming and outgoing mail, packages, and deliveries.

Perform clerical duties including filing, copying, scanning, data entry, and document management.

Maintain office and reception supplies.

Prepare, compile, and distribute daily, weekly, and monthly reports as assigned.

Assist leadership and department managers with administrative projects and documentation.

Perform other duties as assigned.

Financial Responsibilities Collect payments for services rendered and issue receipts as appropriate.

Maintain accurate payment records and submit documentation to the appropriate department.

Assist with payment reconciliation and tracking in accordance with facility procedures.

Tobacco Run Coordination Coordinate and document approved tobacco purchases for guests in accordance with facility policies.

Maintain accurate records of tobacco requests, purchases, and distribution.

Ensure all tobacco-related activities comply with facility guidelines.

Operational Support Maintain the cleanliness, organization, and professional appearance of the reception area.

Handle inquiries and resolve concerns in a timely and professional manner.

Support clinical and administrative departments with operational and clerical needs.

Assist with special projects, audits, and facility initiatives as assigned.

Qualifications High school diploma or equivalent required.

Previous receptionist, secretary, administrative assistant, or customer service experience preferred.

Proficient in Microsoft Office and general office equipment.

Strong organizational, communication, and multitasking skills.

Ability to maintain confidentiality and professionalism in a healthcare environment.

Knowledge of HIPAA regulations preferred.

Qualifications:

High school diploma or equivalent; additional education or certification in office administration is a plus.

Proven experience as a receptionist or in a similar administrative role.

Excellent verbal and written communication skills.

Strong organizational and multitasking abilities.

Proficiency in Microsoft Office Suite and other office equipment.

Ability to handle sensitive information with discretion and professionalism.

Empathetic and patient-oriented attitude towards residents and their families.

Maintain current CPR certification. (Certification is provided on site if needed)
Preferred

Skills:

Knowledge of medical terminology and healthcare practices.

Familiarity with electronic medical records (EMR) systems.

Bilingual abilities are a plus.

Work Environment:

The role requires sitting for extended periods and occasional lifting of light office supplies.

Dress Code:
Employees are expected to adhere to a business casual dress code.

Punctuality:
Regular attendance and punctuality are essential functions of this position. Employees are expected to arrive on time for their scheduled shifts and to notify their supervisor in advance if they are unable to do so.

This job description outlines the primary duties and qualifications for the Receptionist position at our rehabilitation facility. Responsibilities and requirements may be subject to change based on the needs of the facility.