Receptionist/Secretary

Job Title: Receptionist/Secretary
Department: Administrative Services
Reports To: Office Manager/Administrator

Position Summary

The Receptionist/Secretary serves as the first point of contact for clients, families, staff, referral sources, and healthcare professionals. This position is responsible for providing exceptional customer service, managing daily office operations, maintaining confidential client records, and supporting the administrative functions of the home health care agency.

Key Responsibilities

• Greet visitors and answer incoming phone calls in a professional and courteous manner.
• Schedule client assessments, staff meetings, and appointments.
• Receive, route, and document phone messages accurately.
• Maintain client and employee files in compliance with HIPAA and agency policies.
• Scan, file, copy, and organize medical and administrative documents.
• Assist with new client admissions and intake paperwork.
• Verify that required forms and documentation are complete before services begin.
• Monitor office supplies and place orders as needed.
• Assist with staff scheduling and communicate schedule changes.
• Process incoming and outgoing mail, faxes, and emails.
• Maintain electronic records using agency software.
• Support payroll by collecting and organizing timesheets or visit verification documents.
• Prepare reports, letters, meeting agendas, and other administrative documents.
• Ensure the reception area and office remain clean, organized, and welcoming.
• Provide general administrative support to management and clinical staff.
• Perform other duties assigned by the Administrator or Office Manager.

Qualifications

• High school diploma or GED required.
• Associate degree in Business Administration or Healthcare Administration preferred.
• Minimum of one year of receptionist or administrative experience (healthcare preferred).
• Strong customer service and communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Ability to multitask and work in a fast-paced environment.
• Strong organizational and time management skills.
• Knowledge of HIPAA regulations and confidentiality requirements.
• Ability to maintain professionalism with clients, families, and staff.

Preferred Experience

• Experience in home health care, home care, hospice, or behavioral health.
• Familiarity with Medicaid, Medicare, EVV systems, scheduling software, or electronic health records (EHR).
• Experience with client intake and healthcare documentation.

Physical Requirements

• Sit, stand, and walk throughout the workday.
• Lift up to 20 pounds occasionally.
• Operate office equipment, including computers, printers, telephones, and copiers.

Core Competencies

• Professionalism
• Excellent communication
• Customer service
• Confidentiality
• Organization
• Attention to detail
• Teamwork
• Problem-solving
• Time management
• Dependability

Performance Expectations

• Maintain a positive and professional attitude with clients and staff.
• Answer and return calls promptly.
• Ensure client and employee records are accurate and up to date.
• Maintain confidentiality in accordance with HIPAA.
• Support smooth daily office operations while representing the agency in a professional manner.

Pay: $15.00 - $20.00 per hour

Education:

• High school or equivalent (Preferred)

Work Location: In person

Salary : $15 - $20