Receptionist/Medical Records

The Pavilion at Stow is a compassionate, resident-centered long-term care and rehabilitation community dedicated to delivering high-quality care with dignity, respect, and integrity.

About the role

As a Receptionist, you will be responsible for creating a positive first impression by greeting visitors, assisting residents and families, and providing administrative support. This role oversees front desk operations, ensures compliance with safety protocols (including visitor sign-ins), and helps maintain smooth communication throughout the facility.

Responsibilities

• Maintain safety and security of the front lobby doors, ensuring they are properly supervised at all times.
• Project a welcoming demeanor to all visitors entering or exiting the facility.
• Maintain the daily nursing schedule to ensure the facility meets proper staffing levels (as required).
• Maintain the resident transportation schedule, ensuring timely transport for all resident appointments (as required).
• Manage all incoming calls, effectively communicating with callers and dispatching calls to the correct department.
• Retrieve resident records (manually or electronically) and deliver as necessary.
• File information such as nursing notes, assessments, progress notes, lab reports, x-ray results, and correspondence into resident charts (manually or electronically).
• Collect, assemble, check, and file resident charts.
• Ensure incomplete records or charts are returned to the appropriate department or personnel for corrections.
• Ensure resident records are properly completed, assembled, and coded before filing.
• Extract information from records for insurance companies, Medicare, Medicaid, VA, etc., in accordance with established policies, procedures, and privacy rules.
• Pick up and deliver medical records to designated areas as necessary.
• Monitor lobby doors to ensure they are functioning properly and open doors for visitors while ensuring resident safety.
• Ensure all visitors sign in and provide a reason for their visit before leaving the reception area.
• Prevent residents from leaving the facility without checking with the nurses' station to confirm proper sign-out and escort supervision.
• Maintain a clean lobby, addressing spills or hazards immediately or ensuring housekeeping attends to them.
• Monitor residents in the lobby and alert nursing staff to any resident in need of assistance.
• Perform other duties as assigned.