VNA RECEPTIONIST

Job Description Summary

Under the supervision of the Supervisor of Team Coordinators, provides receptionist, switchboard, and clerical support for the Home Care Division.

Job Description

ESSENTIAL FUNCTIONS Essential functions are those tasks, duties and responsibilities that comprise the means of accomplishing the job's purpose and objectives. Essential functions are critical or fundamental to the performance of the job. They are the major functions that the person in the job is held accountable for. Following are the essential functions of the job. * Use this to denote if a function does not provide opportunity to perform beyond "Meets Expectations" 1. Each weekday, except holidays, prepares the Home Care Division telephone system by notifiying the answering service both at the beginning and end of business hours. a. *Notifies SSH answering service at 8:00, that we are in and have taken back both Hospice and SSVNA lines. b. *Notifies Agency of unexpected tardiness prior to 8:00 AM via managers office or answering service. c. In the event of an evacuation, transfers calls to answering service. 2. Adheres to agency policies and procedures about entrance to building during working hours a. Screens unexpected visitors, using the Intercom system, prior to letting them into the building. b. *Notifies appropriate staff of visitor arrivals, and/or directs visitors to proper destinations c. *Follows security guidelines by having employees badge themselves in the main door. d. Requests that visitors sign in and provides them with Visitor badge. e. Greets all persons entering the reception area and screens for appropriateness of business or visit. 3. Responds to incoming calls rapidly and efficiently within the third ring a. Uses predetermined C.A.R.S. when answering the switchboard and transferring the callers b. Responds to emergency calls calmly and accurately. c. *Ability to navigate through Allscripts, look up patient and route the caller to the appropriate person. d. Transfers callers to the appropriate team, as observed by the Clinical Bay staff. 4. Utilizes courteous telephone etiquette and projects a positive image for the Agency, as observed by the Supervisor, staff, and peers. a. *Maintains a professional appearance at all times, following Agency dress code b. Creates a professional yet friendly atmosphere for visitors waiting in the front reception area. c. Answers all calls with calm, unrushed tone and listens carefully for what the caller needs. d. Aware of scheduled time away of staff. 5. Instructs and informs backup personnel of notifications and activities within the organization. a. *Records all daily activities, appointment, etc. on Daily Activity log and keeps it in clear view for covering Team Coordinator. b. *Documents status of each activity, crossing things off as appropriate c. Keeps employee lists up to date in Receptionist Log Book. 6. Keeps the Director of Administrative Operations updated on any and all telecommunication issues that would interrupt or effect the telephone systems. a. Demonstrates knowledge of chain of command if unable to reach above director using paging system 7. Ensures efficient utilization of time by assisting with clerical functions as necessary a. Accurately completes tasks as assigned. b. Checks in with Supervisor for any assignments that could be accomplished at the front desk 8. Embraces technological solutions to work processes and practices. . a. Able to look up patients via the Master Patient Index so as to appropriately triage calls. b. Demonstrates ability to page employees using SSH Portal, and to send and receive e-mails using Lotus Notes c. Exhibits competence in Microsoft office programs 9. Fosters a “Culture of Safety” through personal ownership and commitment to a safe environment. a. Maintains a neat, organized work environment. b. Understands individual roles/responsibilities during emergency situations (ex. Fire Drill, electrical blackout, etc.) c. Utilizes proper body mechanics when performing all aspects of job. d. Successfully answers safety questions in manual mandatory education program. ESSENTIAL FUNCTIONS (Cont.) I. Technology and Learning a. Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization. b. Embraces technological advances that allow us to communicate information effectively and efficiently based on role. NON-ESSENTIAL FUNCTIONS Non-essential functions are those tasks, duties and responsibilities that are not critical to the performance of the job. Following are non-essential functions of the job, along with the corresponding performance standards. 1. Able to effectively utilize databases 2. Demonstrates ability to create and manage Excel spreadsheets 3. Able to produce reports as requested 4. Exhibits ability to schedule meetings 5. Able to assist and or create power point presentations