Front Desk Support Specialist (EastPointe)

AltaPointe Health•Daphne, AL

2d•Onsite

About The Position

The Front Desk Support Specialist is responsible for greeting visitors, handling incoming and outgoing calls, and providing administrative support. This role ensures the lobby and front desk are maintained in a neat and organized manner, manages visitor sign-ins, tracks wait times, and serves as a point of contact for various inquiries and requests. The specialist also handles administrative duties such as issuing key fobs, maintaining office supplies, and distributing mail. A key aspect of the role is adhering to 5-Star Customer Service guidelines and working with clinical staff to manage visitation calendars and employee meals.

Requirements

High school diploma or equivalent
One year experience working in a hospital or office setting handling front desk/reception type duties
Proficient in the use of Microsoft Office products (Outlook, Word, Excel)
Ability to concentrate and maintain accuracy in spite of frequent interruptions
Works independently with minimal supervision
Uses judgment in carrying out all phases of work
Demonstrates knowledge and understanding of the avatar system within six (3) months of employment
Demonstrates knowledge and understanding of the ShoreTel phone system within six (3) months of employment
Demonstrates knowledge and understanding of AltaPointe’s continuum of care within six (3) months of employment
Demonstrates knowledge and understanding of community services within six (3) months of employment
Demonstrates knowledge and understanding of the guardian ad litem (GAL) process within six (3) months of employment
Must have visual acuity in at least one eye and manual dexterity

Responsibilities

Greets all visitors entering the lobby and obtains sufficient information regarding the nature of their visit.
Advises employees of visitor arrivals and announces visitors before they are referred to employee offices.
Ensures visitors sign in and maintains a HIPAA-compliant sign-in record, tracking loaned facility items.
Tracks wait time for screenings and admissions.
Advises visitors of policies as needed.
Ensures lobby, front desk, and intake rooms are neat and organized, contacting maintenance as needed.
Serves as the point of contact for requests of records by guardian ad litem.
Handles incoming and outgoing calls for the facility, answering with appropriate greetings and connecting callers to staff.
Keeps accurate records of phone repairs needed and assists staff in making long-distance calls.
Assists with maintaining NHPPD.
Issues key fobs to new employees and vendors, and activates/deactivates them as requested.
Collects fees for replacement key fobs and assists with any problems or discrepancies.
Keeps abreast of staff whereabouts, facility activities, and calendars to connect visitors/callers.
Keeps abreast of census.
Records and communicates messages on behalf of employees.
Notifies security and staff of emergency situations in a timely manner.
Maintains and distributes office supplies appropriately.
Displays a courteous manner and uses discretion in discussions with visitors/callers.
Provides information to visitors/callers in relation to the facility.
Ensures the front desk is covered at all times during the shift.
Operates the paging system with discretion.
Adheres to 5-Star Customer Service guidelines.
Works with clinical staff to maintain and organize visitation calendars.
Maintains the employee meal sign-up, collects money, and communicates meal numbers to the kitchen.
Sends HR documentation on meal tickets for payroll by the due date.
Enters maintenance requests using the software system.
Enters IT-Pointes related to front desk equipment.
Distributes internal and external mail and assists with interoffice mail.
Signs for packages.
Maintains and organizes a lost-and-found system.
Performs other duties and projects as assigned.