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Job Profile SummaryThis role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education. Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation.Job OverviewThe Receptionist performs routine clerical, secretarial, and administrative work in answering telephones, receiving the public, providing customer assistance, data processing, and record-keeping. This position directs all calls and visitors to the appropriate staff in a prompt and professional manner.Under general supervision, this position graciously greets and directs all persons having business with the Hospital, receives all incoming patients to Hospital and gives information or direction to visitors.Job DescriptionMinimum Qualifications :
High School diploma or equivalent.
One (1) year of related office or clerical experience.
Previous experience with phone systems or switchboard.
Preferred Qualifications :
Two (2) years of medical office experience.
Duties and Responsibilities : The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.
Creates a professional atmosphere in the reception area, being congenial and helpful to all guests, vendors, and employees.
Meets, greets, and welcomes all visitors coming to the reception area and notifies proper person of arrival.
Assists patients unable to ambulate with a wheelchair or calls Transport.
Directs patient visitors to the appropriate care unit, clinic, or physician’s office.
Receives flowers, fruit and other packages for patients, records their arrival and assures that they are delivered to the patients.
Ensures that parcels left at desk for out of hospital delivery are picked up.
Answers and handles all phone calls as swiftly as possible while maintaining efficiency and accuracy. Makes sure all calls that need to be handled immediately or of any emergency nature get handled by the proper department.
Makes every effort to transfer call to requested individual. reach person requested and will transfer caller to staff member’s voicemail box or, when appropriate, Nextel staff person if they are not readily available to caller.
Answers simple questions when information is available such as clinic times and places, time and place of in-service, office hours.
Alerts supervisor of changes or errors in phone list.
Reports any problems or incidences that occur regarding the quality of telephone service provided by the Home Health Foundation to supervisor.
Maintains card file of patient religious affiliation for visiting clergy and arranges for patients on danger list to be visited by appropriate clergy as soon as possible.
Practices confidentiality principles set by the agency and federal HIPAA guidelines.
Performs Check-In and Check-Out duties as necessary.
Physical Requirements :
Works under normal office conditions, with occasional exposure to infectious diseases.
Constant contact with patients, families, visitors, delivery people, taxi companies, physicians, etc.
Skills & Abilities:
Excellent interpersonal skills.
Ability to function well in very busy situations.
Responsible and reliable.
Good organization skills.
Outstanding customer service.
Ability to multitask and be productive both independently as well as with the team.
Accuracy and attention to detail is a must in this position as is ability to use electronic medical records systems.
Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford, Care at Home - an expansive home care network, and large integrated physician network. We are an equal opportunity employer and value diversity and inclusion at Tufts Medicine. Tufts Medicine does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation by emailing us at careers@tuftsmedicine.org .
