Reports To: Support Services Coordinator
JOB DESCRIPTION SUMMARY: The receptionist serves visitors by greeting, welcoming, and notifying appropriate company personnel of their arrival. The receptionist maintains confidentiality and is responsible for the telecommunications system for the agency by responding to all incoming calls. Responsible for coordinating and assisting the organization with maintaining the paper flow of clerical functions in the office. This is a non-exempt position.
ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES: 1. Welcomes visitors by greeting them in person and directing them appropriately.
2. Answers all incoming telephone calls using the Perfect Phone standard and directs them to the appropriate personnel. Records telephone calls onto Call Log and contacts appropriate staff as needed to meet organizational needs. Transfers phone line to and from answering service and communicates on call schedule.
3. Ensures that the office is always clean, orderly, organized and prepared for meetings.
4. Purchases and keeps postage on hand.
5. Maintains organizational employee directory with updates as needed.
6. Receives and routes all incoming mail. Prepares outgoing mail.
7. Makes entries in Donor Perfect and send correspondence to contributors.
8. Maintains current patient statistics utilizing the medical records system.
9. Maintains professionalism dealing with all visitors and callers. Works harmoniously with all team members while maintaining a professional office environment.
10. Promotes Hospice of Midland in the community.
11. Supports the Hospice of Midland Mission and Values.
12. Completes other duties and projects as assigned.
The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job.
POSITION QUALIFICATIONS: 1. Minimum of two (2) years' experience preferably in hospice or health care, or graduation from a one (1) or two (2) year business college preferred.
Job Title/Position: Receptionist
2. Is at least 18 years of age.
3. Excellent communication skills in English; bilingual in Spanish preferred.
SKILLS REQUIRED: 1. Telephone skills, verbal communications, listening skills, professionalism.
2. Able to type 50 words per minute.
3. Personal computer skills, including Microsoft Office.
4. Business machine knowledge
PHYSICAL REQUIREMENTS: The Receptionist must be able to sit, stand, squat, bend, kneel, twist and climb. They must also be able to lift and push/pull up to 20 pounds. They also occasionally are exposed to dust, walk on uneven or rough ground, and work near moving equipment. Hands will be used for repetitively grasping and turning, fine manipulation and speed work.
ENVIRONMENTAL AND WORKING CONDITIONS: 1. May be exposed to extremes of heat and cold in all weather conditions. Must drive in various weather conditions on roads in varying degrees of repair.
2. May be exposed to infections and contagious diseases. May occasionally be exposed to patients. Subject to varying and unpredictable situations. Handles emergency or crisis situations. Travel required. OSHA Exposure Category II (position includes tasks that involve no exposure to blood, body fluids or tissues, but employment may require some unplanned Category I tasks).
3. Medium exposure risk for infectious disease transmission including SARS-CoV-2. Workers in this job category include those that require frequent and/or close contact with people who may be infected with SARS-CoV-2, but who are not known or suspected COVID-19 patients. To minimize risk, PPE (including the use of masks) is recommended and may be mandated by federal, state and/or local regulations. Regular hand washing and frequent use of hand sanitizer will assist in minimizing risk, as will social distancing when possible.
DRESS AND APPEARANCE PURPOSE To provide guidelines for personnel to project a professional image.
POLICY Employees will abide by all provisions in the Hospice of Midland dress code policy.
PROCEDURE All employees: 1. Staff is expected to practice good personal and oral hygiene.
2. All clothing must be neat, clean, in good repair, and shall have proper length and fit. Capris are allowed, but not shorts.
3. The employee identification badge must be worn, visible and in good repair while working. Replacements can be ordered from Human Resources as they become worn.
4. Fingernails must be clean, well-cared for, and should be of a length that doesn't interfere with job duties.
5. Visible tattoos and visible multiple body piercings (including any facial septums or rings) are not allowed. Tattoos that have offensive content must be covered at all times.
6. Perfume, cologne, fragrances, or strong scents (including cigarette odor) are prohibited, as patients, co-workers or visitors to the office may be sensitive or allergic to them.
7. Hair styles and color should be conservative in nature.
8. Any beards and moustaches must be kept neatly trimmed.
9. Friday is considered a casual day. Jeans in good repair (no rips, holes, or tears) are allowed, as are Hospice T-shirts. There may be other special circumstances where jeans are allowed, but only with supervisor's approval.
10. Shoes may be open or closed toe while working in the office. Shoes must have closed toes when working in homes and facilities.
Clinical Staff: 1. Clinical staff will wear scrubs or appropriate business casual dress. Care should be taken when laundering uniforms to maintain a professional appearance. Hospice of Midland royal blue or Hospice of Odessa red are the designated uniform colors.
2. Fingernails must be clean, well-cared for, and of a length that does not interfere with safe patient care. Artificial nails are prohibited for clinical staff for general safety and infection control purposes.
3. Any jewelry worn should be minimal, and for safety reasons, should not hang loosely.
Office Staff: 1. Office staff should wear business casual every day except Friday. Hospice of Midland or Rays of Hope T-shirts are allowed on casual Friday.
2. DME employees are allowed to wear jeans in good repair and Hospice polo or T-shirts every day. Closed-toed shoes are required daily.
If a staff member has a religious or cultural practice that would violate this policy, please contact Human Resources for a possible accommodation.
OFFICE HOURS: Monday through Friday
8:30am to 5:00pm