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Receptionist Manage 10 phone lines - Administrative

49jdnwkx22q74pesekl2cxv3mvwd2001e2owuig29bcyw6i4k7ij89vev6eao57x · 30+ days ago

Santa Monica, CA, US

$41k+
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Full-time

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Position: Receptionist Manage 10 phone lines - Administrative
Location: Los Angeles, CA 90045
Duration: 4 Months
Shifta: 7:00 am - 4:00 pm includes a 60 min break

Job Description:
Additional Details

Must have prior experience as a Receptionist and be comfortable working both over the phone and in person.

SUMMARY STATEMENT:

Under direct supervision of the FPG Office Manager act as Receptionist by greeting all walk in guests and employees. Answer phones to all incoming Faculty Practice Group calls and direct them to the appropriate departments. Maintain a professional atmosphere and attitude at the receptions desk. Signing for packages delivered, validating visitors, and issuing parking passes. Maintain supply inventory and stock cabinets when needed. Responsible for updating School of Medicine Online Directory for all FPG Employees. Registers all Temporary Agency Staff on first day of assignment. Assist Finance Department with daily tasks as required. Assist with Health Information Team by logging and receiving on Medical Record and Billing Request. Assist FPG Purchasing team with maintaining share drive for all invoiced payments processed for the Health Faculty Practice Group.

TYPE OF SUPERVISION RECEIVED:

The incumbent independently coordinates, determines and completes ongoing programs and assignments. Other assignments are made by the supervisor on a project basis, and the incumbent uses his/her own judgment to determine the methods used to complete these projects. Only occasional in-progress checks of work are made. In addition, work is reviewed when actions deviate substantially from standard guidelines.

Duties:

Reception

Answer phones to all incoming Faculty Practice Group calls and direct them to the appropriate departments.
Maintain a professional atmosphere and attitude at the receptions desk.
Serve front desk reception duties such as greeting visitors, signing for packages delivered, validating visitors, and issuing parking passes.
Maintain supply inventory and stock cabinets when needed.
Process all FED EX and UPS Pick Ups by using UCLA Campus Purchasing Online system (Bruin Buy).
Manage, sale and log all Raffles, Movie Tickets and Theme Park Tickets for UCLA Faculty Practice Group
Maintain, receive and divest for all 9 UCLA Faculty Practice Group Calendars for all common area rooms (Conference Room, Training Rooms, Multi-Purpose Room)
MaintainFaculty Practice Group Internal Phone List. Updates should be made by Wednesday's of every week to add all new employees.
Maintain the School of Medicine Online directory for all UCLA FPG Employees. This includes ensuring that all information is entered correctly into the online system.
Attend weekly meetings, departmental meetings, or other meetings as required.
Inform immediate manager of any problem with workflow processes or equipment as it occurs.
Maintain discretion, courtesy and tact at all times when dealing with patients, physicians, and staff.

Temporary Agency Staff

Registers all Temporary Agency Staff on first day of assignment
Ensures that all required documentation including review of Confidentiality Agreement and HIPAA training is completed prior to starting work
Process picture ID Badge for all temporary agency staff (using digital camera)
Maintain Temporary Staff status logs and advises managers/supervisors of approaching assignment end date
Data Entry of all Temporary Staff Information into Bruin Card System to generate temporary ID Number.
Work with FPG Office Manager to ensure that all paper work is completed and returned to FPG ISS Management Team and FPG DSA to ensure that all network access is received.

FPG Purchasing

Assist FPG Purchasing with renaming all scanned documents, scanned from a UCLA FPG Network Scanner. Data entry of renamed document into UCLA FPG Purchasing's shared Network.
Review scanned documents for image quality, clarity, legibility, size/position of scanned image and duplicate images.
Carefully check documents for required indexing elements necessary to meet our standards for storage and retrieval.
Assign and input indexing information for all types of documents at all levels of complexity.
Perform quality review of processed documents to ensure integrity of the imaging and indexing process.
Review computerized imaging indexes of documents to ensure accuracy and conformance to accepted standards and quality.

Assist Finance Department

Assist Finance Dept. with daily processing and preparing of vendor statements for mailing
Daily verification and processing of Client ACH deposits
Daily Processing of payments from insurance companies

Assist Health Information Team

Receive and Divest all Medical Record or Billing Record Request received at the UCLA Faculty Practice Group.
Log all into Excel spreadsheet Medical Billing Record request received at the UCLA Faculty Practice Group within 24 hours of date received.
Deliver all Medical Record or Billing Record to the Health Information Team within 24 hours of date received.
Organize Medical Record and Billing Record Request in a locked cabinet to allow easy retrieval by Law Office or Copy Company.
Work with Health Information Team to ensure timely delivery of records to Copy Company and Law Office.

I -CARE/Patient Experience Practices: MY COMMITMENT TO CARE

Observe and practice all the Service Standards listed in the "World Class Practices (which I have read and signed).
Practice C-I-CARE when interacting with patients, their families, visitors, or internal customers.
Connect with the patient and family members by addressing them as Mr. /Ms., or by the name that they prefer.
Introduce yourself and your role.
Communicate what you are going to do, how long it is going to take, and how it will impact the patient.
Ask and anticipate patient and/or family needs, questions or concerns.
Respond to patient and/or family questions and requests with immediacy.
Exit courteously and/or with an explanation of what will come next (or when you will be back to check on them).
o
Practice C-I-CARE phone etiquette during all phone interactions
Always exercise courtesy whenever patients, family members, visitors and co-workers are present. Respect privacy and dignity of our patients, family members, visitors and co-workers.
Maintain professionalism in the presence of patients, their families, visitors and co-workers
Observe departmental Patient Experience plan, competencies and practices.
Act as a role model, verbally and behaviorally demonstrating skill, enthusiasm, positive problem solving, commitment and loyalty to the profession and the organization.
Participate in positive problem solving by providing suggestions and possible solutions to identified concerns/problems in the work place.

Comply with Health System Workplace Conduct Policy
Engaging in disruptive behaviors that interfere with or prevent normal work functions or compromise patient safety, including passive or active behaviors will not be tolerated as stated in the HS Workplace Conduct Policy.

Comply with Health System Dress Code Policy and practic

INSTITUTIONAL AND/OR PROFESSIONAL STANDARDS

Comply with HIPAA and Confidentiality Policies and Procedures as they apply to the job
Comply with Department of Public Health (DPH), The Joint Commission and other accreditation and regulatory agencies standards
Adhere to all Hospital Policies and Procedures
Knowledge and adherence to Infection Control and Environment of Care Guidelines and Procedures as described in the annual education module

PERFORMANCE IMPROVEMENT

Adhere to current organizational Performance Improvement priorities
Participate in quality studies through data collection and dashboard data collection
Make recommendations and take actions to improve structure, system or outcomes

Skills, Knowledge and Abilities

(Complete this section for Job Descriptions only. Disregard if used for Performance Evaluations.)
REQUIREMENTS:
List any equipment (machines, tools, office appliances or motor vehicles) required to do the job, with or without a reasonable accommodation. Indicate whether use is seldom, occasional, frequent, or constant.
Frequent and Constant PC use, Use of Microsoft excel to calculate, copier, fax machine, typewriter

Ability to work on a self-directed basis, make independent decisions and follow through on assignments.

Skill in organizing/coordinating a variety of information, materials and people in a systematic way to optimize efficiency and minimize duplication of effort.

Skill in prioritizing assignments when faced with heavy workload, deadlines and competing requests for service in order to complete tasks in a timely manner.

Skill in speaking clearly and distinctly to groups or on a one-to-one basis using appropriate vocabulary and grammar to obtain and convey information to outside agencies and various individuals at various managerial levels.

Ability to work efficiently when faced with frequent interruptions.
Ability to maintain equanimity in situations which require conflict resolution.

Ability to write grammatically correct routine business correspondence such as transmittal memoranda.

Ability to establish and maintain filing systems.

Ability to use a word processor to prepare correspondence and other written documents

Ability to establish and maintain cooperative working relations with co-workers. Ability to work as part of a team, collaborating with colleagues.

Typing skill to prepare correspondence, reports and other written materials with speed and accuracy.

Ability to consistently enter data into an Excel Spreadsheet with accuracy and speed.

Ability to use a 10-key calculator.

Ability to modify and adapt office procedures to changing operational needs.

•

Last updated on Nov 15, 2023

About the company

49jdnwkx22q74pesekl2cxv3mvwd2001e2owuig29bcyw6i4k7ij89vev6eao57x

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