Secretary

Secretary/Receptionist

Position Summary

We are seeking a professional, organized, and customer-focused Secretary/Receptionist to serve as the first point of contact for patients, families, and visitors at our rehabilitation facility. This position is responsible for maintaining a welcoming environment while providing administrative support to facility operations, including managing reports, collecting payments, coordinating tobacco purchases, and supporting departmental functions.

Key Responsibilities

Patient and Visitor Relations

• Greet patients, families, and visitors in a courteous and professional manner.
• Direct visitors to appropriate departments, staff members, or resident rooms.
• Answer, screen, and route incoming phone calls.
• Provide information regarding facility services, policies, and procedures.
• Assist guests with general inquiries and concerns.

Administrative Support

• Schedule and coordinate appointments, meetings, and other facility-related activities.
• Maintain and update patient records while ensuring confidentiality and HIPAA compliance.
• Process incoming and outgoing mail, packages, and deliveries.
• Perform clerical duties including filing, copying, scanning, data entry, and document management.
• Maintain office and reception supplies.
• Prepare, compile, and distribute daily, weekly, and monthly reports as assigned.
• Assist leadership and department managers with administrative projects and documentation.
• Perform other duties as assigned.

Financial Responsibilities

• Collect payments for services rendered and issue receipts as appropriate.
• Maintain accurate payment records and submit documentation to the appropriate department.
• Assist with payment reconciliation and tracking in accordance with facility procedures.

Tobacco Run Coordination

• Coordinate and document approved tobacco purchases for guests in accordance with facility policies.
• Maintain accurate records of tobacco requests, purchases, and distribution.
• Ensure all tobacco-related activities comply with facility guidelines.

Operational Support

• Maintain the cleanliness, organization, and professional appearance of the reception area.
• Handle inquiries and resolve concerns in a timely and professional manner.
• Support clinical and administrative departments with operational and clerical needs.
• Assist with special projects, audits, and facility initiatives as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous receptionist, secretary, administrative assistant, or customer service experience preferred.
• Proficient in Microsoft Office and general office equipment.
• Strong organizational, communication, and multitasking skills.
• Ability to maintain confidentiality and professionalism in a healthcare environment.
• Knowledge of HIPAA regulations preferred.