Receptionist/Front Desk Clerk

POSITION TITLE: Receptionist/Front Desk Clerk

DEPARTMENT: Administration

EMPLOYEE REPORTS TO: Clinic Manager

SUPERVISES: N/A

FLSA STATUS: Non-Exempt

EMPLOYMENT STATUS: Full-time

Description of Position

This job description is a record of the essential functions of the listed job. The job description provides the employee, CEO, Human Resources, applicants, and other agencies with a clear understanding of the job, where it fits into the organization, and the skill and work requirements in relation to other jobs. Jobs are always changing to some degree and the existence of the approved job description is not intended to limit normal change and growth. The facility will make reasonable accommodations to otherwise qualified individuals who are capable of performing the essential functions of the job with or without reasonable accommodation.

POPULATION SERVED

The position does not involve direct patient care for a population of patients ages 18 and

older. Age specific experience and/or special training and/or expertise are not required to

serve this population.

POSITION SUMMARY

The Receptionist/Front Desk Clerk will attend to visitors and deals with inquiries on the

phone and face to face. Supply information regarding the organization to the general

public, clients and customers. The Receptionist/Front Desk Clerk will review time and

attendance inquiries and discrepancies. He/she will be responsible for light administrative

clerical duties.

RESPONSIBILITIES

• Answer telephone, screen and direct calls.
• Take and relay messages.
• Provide information to callers
• Deal with queries from the public and customers
• Review time and attendance sheets and attend to inquiries/discrepancies.
• Maintain confidentiality
• Maintain a professional appearance and a positive attitude at all times
• Verify insurance eligibility
• Update patient demographics
• Ensure knowledge of staff movements in and out of organization
• Monitor visitor access and maintain security awareness
• Provide general administrative and clerical support
• Prepare correspondence and documents
• Receive and sort mail and deliveries
• Schedule appointments
• Maintain appointment diary either manually or electronically
• Monitor and maintain office equipment
• Control inventory relevant to reception area
• Tidy and maintain the reception area.
• Monitor and maintain office equipment.
• Coordinate meetings, schedule appointments, and provide general clerical support.
• Meet and greet visitors and direct persons to correct destination.
• Ensure knowledge of the staff movements in and out of organization.
• Operate telephone system to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
• Greet persons entering the facility, determine nature and purpose of visit, and direct or escort them to specific destinations
• Maintain security by following procedures and controlling access (monitor building, issue visitor badges)
• Maintain and order office supplies

POSITION QUALIFICATIONS

High school graduate or equivalent, and one (1) year customer service experience 

preferred Healthcare setting. Must possess skill in good oral, written and interpersonal

communication, grammar and spelling

Other desired qualifications:

• Demonstrates ability to consistently achieve a high level of accuracy and attention to detail
• Demonstrates perseverance, concentration, resourcefulness and good reasoning ability
• Demonstrates ability to cope with interruptions, remember pertinent guidelines, policies and procedures
• Ability to organize and prioritize work
• Ability to work as a team member
• Some knowledge of office computer software packages, including spreadsheets and word processing
• Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

DEMANDS AND CHARACTERISTICS OF WORK, EQUIPMENT USAGE, AND WORK

ENVIRONMENT

PERCENTAGE OF WORK TIME

• Standing/Walking -34-66%
• Sitting -34-66%
• Twisting -34-66%
• Lifting/Carrying -34-66%
• Pushing/Pulling -34-66%
• Climbing (Ascending/descending) -1-33%
• Bending/Stooping -34-66%
• Using arm muscles frequently or for extended periods -34-66%
• Using leg muscles frequently or for extended periods -34-66%
• Using back muscles frequently or for extended periods -34-66%

LIFTING REQUIREMENTS

• 2-10 Pounds -34-66%
• 11-20 Pounds -34-66%
• 21-30 Pounds -1-33%
• 31-40 Pounds -1-33%
• 41-50 Pounds -1-33%
• 51 Pounds or More -1-33%

WORKING ENVIRONMENT

• Working in hot, cold, wet surroundings -67-100%
• Working outdoors -34-66%
• Working with or near chemicals -1-33%
• Working near radiation sources -1-33%
• Potential exposure to communicable diseases -1-33%
• Working with hazardous waste materials -1-33%
• Utilizing essential upgraded or adaptive equipment as industry standards require -1-33%
• Using hand tools -1-33%
• Potential for cuts and bruises -1-33%
• Driving company or personal vehicle -34-66%

EXCHANGE OF IDEAS

• Ability to express or exchange ideas -67-100%
• Ability to understand communication of others with or without adaptive devices -67-100%
• Ability to perform secondary level math -67-100%
• Ability to read at a secondary level -67-100%

WORKPLACE BEHAVIORS

I. RESULTS ORIENTATION – Meets current objectives and positions the organization

for future growth. Completes daily tasks and assignments and processes large

volumes of work associated with the operation of the department.

II. SOCIAL SENSITIVITY - Builds positive relationships based on respect for others.

Demonstrates a helpful, positive attitude. Maintains effective communication with

peers, medical staff, patients, visitors, and families.

III. QUALITY OUTCOMES – Meets and exceeds expectations of internal and external

customers. All organizational and departmental standards regarding quality of

performance are met. Demonstrates a strong commitment to confidentiality.

Participates in quality improvement programs as directed.

IV. SAFE WORKING ENVIRONMENT – Demonstrates an awareness of and adherence

to safety and legal requirements established at the facility with an emphasis on

maintaining a safe environment for all persons working in the facility.

• Accident/Injury Reporting – Reports any accidents, injuries, and unsafe equipment and conditions to supervisor by the end of the shift and reports any pre-existing conditions as identified by the ADA.
• Unsafe Conditions – Immediately reports and corrects, if possible, unsafe conditions or equipment.
• Workplace Standards – Compiles with relevant regulations, standards and policies governing safe workplace environment (OSHA, Accreditation, etc.)
• Safety Techniques – Maintains current knowledge of all aspects of the facility’s safety program by attending safety-related training as mandated upon hire and thereafter as required by facility.
• Modified Work – Accepts modified work assignments after receiving the physician’s release to return to work following an accident/ injury.
• Follows Prescribed/Recommended Treatment – Follows the prescribed/recommended treatment given by treating physician(s) after an accident/injury.

V. EDUCATION – Participates in required in-services and educational programs on an

ongoing basis.

VI. ATTENDANCE AND PUNCTUALITY – Follows all facility guidelines outlining

standards of attendance and punctuality. Responsible for reporting to and completing

work at assigned times.

UNIVERSAL PRECAUTIONS

Universal precautions will be observed in order to prevent contact with blood or other 

potentially infectious materials. Under circumstances in which differentiation between body fluid types is difficultor impossible, all body fluids shall be considered potentially infectious materials. All blood or other potentially infectious materials will be considered infectious regardless of the status. The category shown below is designed to communicate the risk of exposure for this particular position.

Category II

Tasks involve no contact with moist body substances, non-intact skin or mucous 

membranes; however, employment may require performing unplanned Category I tasks 

(i.e. Tasks that involve light contact with moist body substances, non-intact skin or

mucous membranes. Department procedures define and require use of minimum 

protective measures to perform the task). Appropriate protective measures are readily

available.