Overview

The Receptionist supports and adds value to an efficient organization dedicated to quality care and exceptional service.

You will perform a variety of clerical and customer service work in providing support to the hospital, and to clients during often high stress situations.

Tasks include :

• Coordinate the flow of pets and owners in the lobby; placates owners distressed by long waits, scheduling glitches, and other problems.
• Identify potential emergencies in person, and over the phone, and schedule those appointments appropriately.
• Organize and process all payment plans, billing statements, and collections.
• Perform cashiering duties; process refunds, returns and credits as needed.
• Responds to inquiries about the range of services the practice provides and the species it treats; refer to appropriate department / staff member as needed.
• Input data to practice management software to check pets in; make simple postings to accounts; compile data for various reports.
• Receive and distribute incoming mail; and process outgoing mail.
• Coordinate and schedule appointments; provide clients with appointment reminders and any special instructions; call clients whose pets have overdue treatments.
• Respond to client emails; type and edit a variety of correspondence, and process faxes.
• Able to learn basic veterinary medicine terminology.
• Become familiar with retail products, medications, vaccinations, routine testing, and heartworm and flea preventatives and be able to confidently discuss with clients.
• Use Windows based computer systems, word processing, email, web search and other skills needed to effectively use software.

Qualifications

Minimum Qualifications / Requirements :

• High school diploma, GED or equivalent combination of education, and / or experience.
• Knowledge of clerical procedures such as alphabetizing files and records.
• Must be flexible with scheduling and able to work some weekends and holiday.
• Tasks may involve extended periods of time at a keyboard or workstation and / or extended periods of time standing and / or walking.
• Some moderately physically demanding work, involving lifting or carrying up to 50 pounds.

How to Apply

Please apply online through

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View Job Description

Requirements / Qualifications

Requires one year of general clerical experience including the operation of a multi-line phone system and receiving the general public.

A FULLY-COMPLETED ONLINE APPLICATION IS REQUIREDAttachments such as a resume are not required and will not be reviewed as part of the application review or testing process.

Candidates who advance to a selection interview may provide additional documents at that time.

Requires one year of general clerical experience including the operation of a multi-line phone system and receiving the general public.

A FULLY-COMPLETED ONLINE APPLICATION IS REQUIREDAttachments such as a resume are not required and will not be reviewed as part of the application review or testing process.

Candidates who advance to a selection interview may provide additional documents at that time.

Job Description

Responsibilities :

• Greeting clients and visitors (which includes future employees for interviews) and helping them navigate the office.
• Announcing clients or visitors.
• Helping maintain the workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs.

Also making sure the visitor log is up to date with all the details.

• Personally delivering new badges / giving access for new employees and requesting them to sign the related documents and putting them in a file.
• Making sure that all the office visitor policies are signed by them (receiving the visitor badge form, for your and our safety form)
• Maintaining a list with all the active badges (active employees) and ex-employees.
• Maintaining a list with all the home addresses for employees and ex-employees (as this is needed for sending various documents or packages).
• Maintaining a monthly list for ex-employees that have been terminated (this is updated with the reception of their computer equipment and also checking that everything is in order with it;

and if not, noting the issue and following up again until all the components are back to us)

• Assisting with a variety of administrative tasks including copying, taking notes, and making travel plans (this also includes making reservations for hotels, renting cars, or sending taxis to a desired location)
• Preparing meeting and training rooms, with food, beverages, flowers and making sure that it’s cleaned by the cleaning team, in case of visits.
• Answering phone calls, and, if needed, routing them to the relevant department.
• Maintaining a contact with the employees from other cities (for example : announcing them the delivery of various confidential packages or documents).
• Performing ad-hoc administrative duties (for example, if something has broken or stopped working : contacting the building’s repair team for the needed reparations, or if there are connectivity issues contacting the IT department, and so on).
• Sorting and distributing mail to the necessary department.
• Scheduling appointments when needed.
• Scheduling monthly appointments for occupational medicine for each employee. Also checking the internal occupational medicine’s data base to see if the appointments have been met.

If this isn’t the case, a new appointment is made, within the regular time frame (until it expires), after talking to the employee.

• Maintaining and updating a monthly log with the expiration dates for occupational medicine, as well as informing the team leaders if any employees have any health issues upon receiving the results back (this is done confidentially only the TL and the employee are informed).
• Packaging computers or documents or other various packages that need to be delivered to the employees via courier. And maintaining a close relationship with the external courier partner (checking the package tracking, rerouting a package, sending a courier to pick up a package, etc.)
• Making sure the files / records for labour protection are signed by every employee, as this is needed by Romanian law.
• Updating the notice boards with various information.
• Translating various documents, announcements, or contests for the marketing team and distributing the information to all employees.
• Checking if important and confidential documents have been received and putting the signed receipts in a file.
• Maintaining a file with all facility documents and invoices for various services.
• Checking with the other teams / departments necessities and making a list for office supplies and coffee room supplies, to be ordered by the facility team

Skills & Qualifications :

• Experience receptionist, administrative or client support role
• Knowledge in English Language (B2 minimum requirement) and Polish (Native)
• Proficiency in other European language is an advantage
• Knowledge in MS Office
• Excellent customer service and communication skills
• Ability to manage multiple tasks and adapt to change in fast-paced dynamic environment

Location :

POL Katowice - Global Office Park-Bldg C Flrs 2 & 3

Language Requirements :

English (Required), Polish (Required)

Time Type : Full time

Full time

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Position Summary :

The Receptionist coordinates general clerical secretarial duties that support the overall mission of the WestCare California and assists facility administrative staff as needed.

Essential Job Functions include those listed below.

Essential Job Functions :

• Provides coverage of the front desk / reception area to ensure the security of the facility, log visitors, and sort and distribute incoming mail;
• Greet visitors / clients;
• Daily COVID screening of Gateway staff;
• Process incoming POs / check requests / IT POs, mileage, travel, etc.
• Typing of Directors / Bridge monthly meetings;
• Performs basic clerical and administrative tasks to support the facilitys administration and leadership team;
• Answers and screens incoming phone calls as required, distributing to appropriate personnel as needed;
• Supports facility Executive Administrative Assistant by providing occasional clerical support;
• Embraces and embodies the mission, vision, guiding principles, clinical vision and goals of WestCare California;
• Performs any other duties as assigned.

Essential Qualifications :

Certifications / Licenses :

Valid drivers license and ability to obtain and maintain WestCares vehicle insurance is required.

Education :

High School Diploma or equivalent is required.

Experience and Competencies :

• At least one (1) year of clerical, customer service, administrative, or receptionist experience is required;
• Excellent communication skills are required;
• Ability to exercise good judgment and discretion is required;
• Ability to work well in a team environment is required;
• Professional appearance and demeanor is required;
• Strong computer skills to encompass all Microsoft Office applications is highly desired;
• Superior writing skills and a strong attention to detail preferred;
• Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality;
• Professional appearance and demeanor is required;

Working Conditions :

• Work is primarily performed in an office setting; and
• Some outdoor activities may be required.

Essential Physical and Mental Demands of the Job

The employee must be able to perform the following essential duties and activities with or without accommodation :

Physical Demands :

Requires mobility and physical activity : Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 50 pounds.

Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files).

Requires the ability to defend oneself and clients in physically abusive situations through the use of approved physical de-escalation techniques.

Regional Hand Center is looking for a Full Time Receptionist!

Regional Hand Center is expanding and currently seeking a dynamic individual to join our team full time! This position will be responsible for greeting and registering patients and assisting with necessary admitting paperwork during the evening shift.

This position will also provide backup assistance to the call center when needed.

Receptionist Full Time :

Schedule : Full Time; M-F 10 : 00am-7 : 00pm (no weekends)

Shift : weekdays only, must be available to work evenings

Reports To : Surgery Manager

DUTIES / RESPONSIBILITIES

Communication

• Communicates effectively and professionally with patients, visitors, physicians, and coworkers
• Interacts with others in a positive, respectful, and considerate manner

Receptionist duties

• Greets patients and visitors to the surgery center
• Keeps family informed of updates from clinical staff as requested
• Answers surgery center phones and responds to voicemails
• Processes faxes and scans records into the medical record system daily
• Prepares charts by pulling previous records, gathering required forms, and creating surgery packets
• Assists in entering scheduling data such as demographic information, payment type, emergency contact, and employer information
• Update surgery board as statuses change
• Communicate any changes or missing items with the surgery schedulers and surgery coordinator

REQUIRED QUALIFICATIONS

• High school diploma or GED certificate
• 1 year minimum medical receptionist experience
• Training or courses in business office activities
• Bilingual English / Spanish preferred
• Good typing skills
• Good communication skills
• Good computer skills

Preferred

• Medical reception and scheduling
• Experience with Workers Compensation
• Insurance verification experience
• MA certification

RHC is a California at-will, equal opportunity employer.