Receptionist​/Scheduler

Description

Position summary
The Receptionist/Scheduler is responsible for all aspects of front desk reception and back-up scheduling for ANS Milwaukee. The perfect candidate will have exceptional interpersonal communication skills, attention to detail, ability to multitask, handle a high volume of calls with finesse and loves to take initiative. This individual will also assist with other administrative tasks as assigned.

Essential job functions
This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time.

Administrative Responsibilities:

• Treats all client communications confidentially.
• Answers incoming telephone calls, determines identity and purpose of callers, and forwards calls to appropriate personnel or department.
• Takes and delivers messages or transfers calls to voicemail when appropriate personnel
• Performs other clerical duties as needed, such as filing, photo copying and collating.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Receives, sorts, and routes mail, and maintains and routes publications.
• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Checks bin for outgoing mail daily and applies postage when necessary.
• Scheduling Specialist Responsibilities
• Aligns PCW/CNA staff with clients, according to their schedule and needs.
• Notifies the client of the scheduled time(s) of service and the (staff) assigned.
• Notifies the client of any changes in schedule times and/or staff.
• Replaces staff when a staff cancellation is received, making certain replacement staff knows where care plan is and receives report with the nurse.
• When a new staff is scheduled to a client, calls to both the client and staff to evaluate client/staff satisfaction.
• Keeps all scheduling records, paper and computerized accurate and up to date.
• Addresses all client concerns promptly and courteously; refers problem situations to VP of operations.
• Maintains open communication with clients, family and staff.
• Councils HHA's/PCW's regarding attendance, in-services and responsibilities.
• Reviews call logs daily and ensures all shifts are checked in/out.
• Reviews schedule daily to ensure all shifts are staffed appropriately.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education, experience and skills required:

• High school diploma or general education degree (GED); plus one year scheduling experience and a minimum of 1 year medical office experience and/or training; or equivalent combination of education and experience.
• Possess initiative and learns quickly with limited direction.
• An unmatched degree of integrity, with highly developed skills in fostering synergy, enthusiasm, optimism and energy in the workplace. Firm and decisive about meeting policies, procedures, deadlines and goals a necessity.
• Strong verbal and interpersonal skills. Ability to work cooperatively within company as a team player. Positive, can-do attitude. Ability to work collaboratively with colleagues in an effective, harmonious, respectful manner.
• Exceptional written communication skill that paying special attention to accuracy in documents.
• Ability to develop and maintain fair and honest relationships at all levels, both internally and externally.
• Ability to manage, analyze and schedule independently. Excellent judgment.
• Ability to inspire collaboration and ideas in a team environment; ability to juggle many responsibilities and remain flexible.
• Language
  
  Skills:
  
  
• Exceptional interpersonal and verbal communication skills, including the abilities to elicit information, actively listen, dialog freely, verbalize ideas effectively and provide solutions.

Physical Demands:While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to use hands to finger, handle, or touch objects. The employee is occasionally required to stand; walk; sit; reach above shoulders; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds when stocking office supplies.

Office Technology: Ability to utilize equipment, office software (i.e. Word, Excel, PowerPoint) and web based applications to meet the needs of staff, co-workers and ANS. Ability to utilize office equipment to prepare correspondence, reports, forms, mailings etc.

• Approachability:Puts others at ease by listening, allowing adequate time for interactions, and giving undivided attention. Shows receptivity to message being delivered.
• Composure:Responds to Information and situations in a self-controlled manner. Maintains a calm compose manner during…