The Receptionist / Office Assistant serves as the first point of contact for visitors, clients, and staff, ensuring a welcoming and professional environment. This role supports the smooth operation of the office by managing front desk responsibilities, handling administrative tasks, and providing general support to various departments.

The Receptionist/Office Assistant will follow established Bedford Nursing and Rehab Center protocols and perform duties including, but not limited to:

• Greet visitors, residents’ families, and healthcare professionals in a warm, professional manner.

• Answer and direct phone calls, take accurate messages, and maintain effective communication across departments.

• Perform clerical duties including typing, filing, scheduling, and preparing forms.

• Maintain organized manual and electronic filing systems.

• Operate standard office equipment such as copiers, scanners, and computers.

• Manage calendars and schedule appointments for staff and residents.

• Sort and distribute incoming mail; process outgoing mail.

• Handle pickup and delivery of medical records throughout the facility.

• Upload and print medical records for resident appointments in compliance with HIPAA.

• Verify expense reports, reconcile financial records, and review purchase orders for discrepancies.

• Assist with reconciling monthly statements and transactions.

• Other duties as assigned.

Skills and Traits:

·         Strong interpersonal and communication skills.

·         Ability to maintain confidentiality of sensitive information.

·         Proficiency in basic computer applications and office equipment.

·         Professional appearance and demeanor.

·         Ability to work independently and manage multiple priorities.

·         Patience, tact, and a positive attitude when working with residents, families, and staff.

Required Qualifications:

• High school diploma or equivalent required.

• Clerical experience preferred.

• HIM and/or accounting/bookkeeping experience preferred.

• CPR and first aid certification preferred.

Typical Physical Demands:

·         Ability to stand, sit, bend, stoop, kneel, and move intermittently throughout the workday.

·         May be subject to falls, odors, and exposure to infectious diseases or hazardous materials.

·         Ability to assist in evacuation of residents during emergencies.

·         Tolerance for long-term care environment (odors, noise, emotional situations).

·         May be subject to hostile or emotional interactions.