Administrative Specialist / Receptionist (Homecare)

Overview

The Administrative Specialist / Receptionist in a homecare setting is a vital team member responsible for managing administrative tasks and serving as the first point of contact for clients, caregivers, and phone calls— maintaining smooth operations and providing excellent customer service.

Responsibilities

Front Desk Operations: Greet and welcome clients, caregivers, and visitors as they arrive

Provide a friendly and professional first point of contact directing or assisting them.

Phone and Email Communication: Incoming phone calls promptly and handled inquiries or direct callers to the appropriate staff member. Respond to emails and messages in a timely and professional manner.

Record-Keeping: Maintain all patient and electronic health records (EHR) with accurate and confidential information. Organize and file paperwork efficiently.

Supply Monitor and manage office supplies, ensuring that necessary items are always available. Place orders for supplies when needed.

Coordination with Care Team: Collaborate with office staff, nurses, and caregivers to ensure seamless communication and coordination of patient care.

Customer Service: Provide exceptional customer service to patients and their families, addressing their needs and concerns courteously and helpfully.

Data Entry: Enter relevant data into the system accurately and promptly, maintaining data integrity and confidentiality.

Office Maintenance: Ensure the reception and waiting areas are clean, organized, and presentable. Report any maintenance issues to the appropriate personnel.

Appointment Scheduling: appointment schedules, ensuring efficient coordination between caregiver and clients. Handle rescheduling or cancellations when necessary, coordinating with the lead scheduler.

Follow-Up: Follow up on patient inquiries, missed appointments, and other relevant matters to ensure high-quality care and patient satisfaction.

Other duties as assigned

Qualifications

• High school diploma or equivalent (additional certifications or training in office administration are a plus).
• Proven experience as a receptionist, administrative assistant, or similar role.
• Excellent communication and interpersonal skills.
• Proficiency in using office software (e.g., Microsoft Office Suite) and ability to learn new software quickly.
• Strong organizational skills and attention to detail.
• Ability to multitask and handle a busy reception area efficiently.
• Compassionate and patient-focused approach in dealing with patients and their families.
• Familiarity with medical terminology and electronic health records (EHR) is advantageous.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Problem-solving and conflict-resolution skills to address patient inquiries and concerns

 

CBH1