RECEPTIONIST SUMMARY OF FUNCTIONS

The Receptionist answers telephone calls, greets visitors, handles incoming and outgoing mail and express envelopes, performs general office duties, and furnishes clerical support for the office staff.

RECEPTIONIST ESSENTIAL DUTIES AND RESPONSIBILITIES

• Schedules and registers patients  in a friendly and professional manner; registers all patients  in log book; verifies services and payer information, notifies the person(s) being visited; stays within the vicinity of the reception area at all times and coordinates with the Office Manager for substituting during any absence.
• Answers telephone calls promptly and courteously; screens calls, transfers caller to correct individual; does not leave a caller on hold or unattended for more than 40 seconds; takes complete and accurate messages when person called is unavailable and distributes messages in a timely manner.
• Activates the answering machine at the end of the day and/or places the PBX system on “night ring” mode. Checks the answering machine in the morning and retrieves messages and delivers accordingly.
• Receives and sorts incoming mail, express envelopes and courier deliveries; distributes mail to employee mailboxes; delivers express envelopes and courier deliveries  directly to recipient.
• Prepares and posts all outgoing mail and express envelopes daily; maintains, checks and refills postage meter; logs outgoing express envelopes; arranges courier services.
• Unlocks office supply cabinet at 8:00 a.m. and locks the cabinet at 5:00 p.m.; checks inventory of mailroom, office, and kitchen supplies on Friday of each week and prepares order forms accordingly, receives approval from Office Manager and places orders.
• Prepares reception area with marketing literature, magazines, and reading material as directed by the Office Manager. Straightens and maintains orderly appearance of reception area; waters office plants in reception area weekly.
• Performs routine clerical functions as requested.

ORGANIZATIONAL RELATIONSHIPS

Reports directly to Medical Office Manager. Assists and works in conjunction with medical office staff to facilitate smooth office operations.

PROCEDURES

The Receptionist Job Description is mentioned in the following procedures:

RECEPTIONIST QUALIFICATIONS

A high school diploma or GED is required; an associate’s degree in business is preferred. Good oral communication skills and the ability to work well with customers and staff are essential. Experience with Microsoft Office (esp. Word and Excel) is preferred.

RECEPTIONIST PHYSICAL DEMANDS

Ability to communicate orally with customers, vendors, management, and coworkers is crucial. Regular use of the telephone and e-mail for communication is essential. Sitting for extended periods is common. Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents.

No heavy lifting is expected; exertion of 10+ lbs. of force is occasionally required. Good manual dexterity for the use of common office equipment, such as computers, calculators, copiers, scanners, and fax machines.

WORK ENVIRONMENT

The job is performed indoors in a traditional office setting. Activities include extended periods of sitting and extensive work at a computer monitor and phone.