Office Professional (BayPointe Hospital)

AltaPointe Health•Mobile, AL

1d•Onsite

About The Position

The Office Professional is responsible for greeting visitors, handling incoming and outgoing calls, providing administrative support, and ensuring the front desk is covered at all times. This role requires excellent customer service skills, the ability to multitask, and proficiency in Microsoft Office products. The position also involves maintaining various records, managing office supplies, and assisting facility staff with administrative tasks. The Office Professional is expected to adhere to all company policies and procedures, participate in performance improvement activities, and demonstrate a commitment to customer service-driven care.

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
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
Works independently with minimal supervision
Uses judgment in carrying out all phases of work
Must have visual acuity in at least one eye and manual dexterity

Responsibilities

Greets all visitors entering the lobby and provides appropriate greetings.
Obtains visitor information and makes appropriate connections to staff.
Advises employees of waiting visitors and announces visitors before they are referred to offices.
Ensures visitors sign in and maintains sign-in records, ensuring HIPAA compliance and tracking of facility items loaned to visitors.
Tracks wait time for screenings and admissions.
Advises visitors of policies as needed.
Ensures lobby and front desk are maintained in a neat and organized manner.
Ensures intake rooms are neat, orderly, and contacts janitorial or maintenance for requests.
Serves as a point of contact for requests of records by guardian ad litem.
Handles incoming and outgoing calls for the facility, answering with appropriate greetings and within a satisfactory number of rings.
Obtains caller information and makes appropriate connections to staff.
Keeps accurate records of phone repairs needed within the facility.
Assists facility staff in making long-distance calls.
Assists with maintaining NHPPD.
Issues key fobs to new employees and vendors.
Prepares and/or replaces key sets with assistance from maintenance.
Activates and deactivates key fobs as requested.
Assists with any problems or discrepancies related to key fobs.
Collects fees for replacement key fobs.
Keeps abreast of staff whereabouts, facility-related activities, and calendars to properly connect visitors/callers.
Keeps abreast of census.
Records caseloads for physicians and reports those numbers to HR.
Records messages on behalf of employees and communicates messages as needed.
Notifies security and staff of emergency situations in a timely manner.
Maintains and distributes office supplies appropriately.
Prepares supply orders for purchasing.
Displays a courteous manner to all visitors/callers.
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 and uses discretion when paging.
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 from staff for employee meals, and communicates the number of meals to the kitchen daily.
Sends HR documentation on meal tickets for payroll by the due date.
Enters maintenance requests for the building as requested using the software system.
Enters IT-Pointes as it pertains to the front desk phone, computer, and IT-related equipment.
Distributes internal and external mail to the appropriate staff or department.
Assists facility staff with interoffice mail.
Signs for packages.
Maintains and organizes a lost-and-found system.
Serves as backup for West Mobile Academy office professional.
Performs other duties and projects as assigned.
Seeks supervision and consultation as needed.
Accepts and employs suggestions for improvement.
Actively works to enhance skills.
Provides regular feedback to supervisor on issues/problems pertaining to work functions or observed throughout the facility.
Treats consumers with care, dignity, and compassion.
Respects consumers’ privacy and confidentiality.
Is pleasant and cooperative with others.
Works in a cooperative manner with other AltaPointe employees.
Assists consumers and visitors as needed.
Is sensitive to the consumer’s needs, expectations, and individual differences.
Is gentle and calm with consumers, families, and others as appropriate.
Works proactively to problem-solve issues for family and consumers prior to involving supervisor or program management.
Utilizes hospitality skills as the facility representative during all consumer and guardian encounters.
Is courteous and respectful towards consumers, visitors, and co-workers.
Actively participates in Performance Improvement activities.
Actively participates in AltaPointe committees as required.
Follows AltaPointe policies and procedures.
Completes all assigned tasks in a timely manner.