Office Assistant

Job Title: Front Desk / Office Assistant

Location: Lexington Premier Nursing and Rehab

Department: Administration

Reports to: Business Office Manager

Position Type: Hourly 7a- 3p

Position Summary

The Front Desk / Office Assistant is the primary point of contact for residents, visitors, families, vendors, and incoming telephone calls. This position is stationed at the front desk and provides a welcoming, professional, and organized reception experience while assisting the Business Office Manager with assigned clerical and office tasks. Front desk coverage, prompt telephone response, visitor assistance, and resident safety needs take priority; office support work is completed during appropriate downtime or with approved front desk coverage.

Essential Duties — Front Desk & Reception

• Work at the front desk during assigned hours; greet visitors, residents, families, vendors, and staff courteously and provide appropriate directions and assistance.
• Answer incoming calls promptly, identify the caller’s need, transfer calls to the correct person or department, and accurately relay messages.
• Maintain visitor sign-in procedures and logs in accordance with facility access, privacy, and security policies; promptly report suspicious or concerning situations.
• Assist with general questions without disclosing confidential resident, employee, or financial information; refer clinical concerns to nursing personnel.
• Receive and sort mail, deliveries, packages, and messages as assigned.
• Keep the reception desk, entry area, forms, and front office supplies neat, organized, and ready for visitors.
• Provide basic appointment, meeting, and administrative scheduling support as directed.
• Notify appropriate personnel of emergencies, incidents, resident requests, and visitor concerns; follow the facility’s emergency response procedures.
• Provide clerical support including copying, scanning, faxing, data entry, and filing, without interrupting essential front desk responsibilities.

Essential Duties — Office Support

• Assist the Business Office Manager, with organizing, scanning, filing, and maintaining business office documents and records.
• Assist with preparation and distribution of billing correspondence and supporting documents for Medicare, Medicaid, private pay, and insurance matters, as assigned.
• Help record, route, and organize payments, receipts, and accounts receivable follow-up materials under established controls and Business Office Manager direction.
• Assist with resident trust account paperwork and records, as assigned; handle transactions or reconciliation only when specifically authorized.
• Help prepare routine reports, audits, account documentation, and administrative follow-up lists.
• Communicate billing-related inquiries to the Business Office Manager or appropriate staff rather than making independent account adjustments, commitments, or determinations.
• Coordinate with other departments to obtain missing paperwork or required supporting information while maintaining confidentiality.

Priorities & Accountability

• Front desk presence, visitor assistance, incoming phone calls, and urgent resident or safety needs come first.
• Office support assignments are completed during slower front desk periods or when another employee provides approved reception coverage.
• Protect HIPAA-protected information, employee records, financial data, and resident rights at all times.
• Communicate competing priorities or incomplete assignments to the Business Office Manager promptly; perform other reasonable duties assigned by management.

Position Requirements & Qualifications

• High school diploma or GED required; receptionist, customer service, or office experience preferred; healthcare or long-term care experience beneficial.
• Excellent phone etiquette, customer service, communication, reliability, professionalism, and discretion.
• Ability to multitask, prioritize interruptions, keep organized records, and work cooperatively with all departments.
• Working knowledge of computers, Microsoft Office, email, and standard office equipment; willingness to learn facility systems and payer processes.
• Regular attendance, punctuality, adherence to assigned work schedule, infection prevention practices, abuse prevention, and resident rights policies.

Physical, Mental & Work Environment Demands

Work requires prolonged sitting or standing at the reception area; frequent telephone and computer use; hand coordination; attention to multiple interruptions; occasional lifting of up to 15 pounds; and potential exposure to routine healthcare environmental hazards. Reasonable accommodations may be made to enable qualified individuals to perform essential functions.

Benefits:

• Medical
• Dental
• Vision
• 401K
• PTO Plan