Main Responsibilities and Required Skills for Receptionist
A receptionist is a person who works in the front office of an organization and is in charge of answering phones, greeting visitors, and booking appointments. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Receptionists.
Get market insights and compare skills for other jobs here.
Main Responsibilities of Receptionist
The following list describes the typical responsibilities of a Receptionist:
Adhere
Adhere to compliance measures and advice visitors and residents.
Adhere to provincial regulations, practice standards and policies relevant to the dental profession.
Admit
Admit patients and process their paperwork.
Advise
Advise patients on arrival times for appointments.
Analyze
Analyze data to determine answers to questions from customers or members of the public.
Answer
Answer all phone calls live and transfer to the appropriate department or person.
Answer and direct calls as well as document and communicate any messages to the team.
Answer, forward, and screen phone calls.
Answer high volume of visitor questions.
Arrange
Arrange for caterers for in-house meetings as requested.
Arrange for transportation services as required.
Assist with
Assist Consultants, Executive Assistants and Research with special projects as needed.
Assist employees with office amenities and electronics.
Assist HR team with coordination of employee events.
Assist in creating presentation materials based on Feature Sheet, Unit Layouts and overall Design.
Assist in maintaining kitchen responsibilities which include ordering coffee for the staff.
Assist in ordering, receiving, stocking and distribution office supplies.
Assist in staff scheduling.
Assist in stocking vehicles.
Assist in the general daily administrative running of the office.
Assist in the preparation of regularly scheduled reports for payroll.
Assist lawyers and law clerks in drafting letters and sending packages / couriers.
Assist members and clients, listen to their needs, handle their requests and answer their questions.
Assist other Front Office staff as time permits and need to establish.
Assist Patients experience desired.
Assist patients with Release of Information requests.
Assist patient with intake processes including copying required documents.
Assist residents with general office needs, i.e. postage, copies, faxes, notary public, etc..
Assist sales in developing proposals for station promotions.
Assist / schedule candidate interviews.
Assist staff in organizing and maintaining a clean environment within the clinic.
Book
Book appointments within EMR system (Telus Practice Solutions).
Book customer appointments and manage the appointment calendar.
Book hairdressing appointments, esthetician appointments, take maintenance requests, dining room.
Book hotel and transportation arrangements.
Build
Build professional rapport with employees and guests.
Build relationships with all types of people.
Build relationships with members of our branches and / or vendors.
Build systems and organization into the office.
Call
Call and booking and billing of appointments.
Call patients to remind them of upcoming exams.
Call the company, arranges pick-up, and notifies intern / clinician when orthotics arrive.
Check
Check and distribute mail daily.
Check emails and enter data into Microsoft Word.
Check invoices on AP System and file accordingly.
Check messages each morning and distribute to appropriate employee.
Check out our website at www.crosspointeanimalhospital.com.
Check switchboard voicemail as required each day and forward messages to appropriate person.
Classify
Classify and photocopy documents.
Clean
Clean and stock Executive Offices and common areas.
Clean, sterilize and set up dental instruments.
Collaborate with
Collaborate with internal and external stakeholders in order to deliver on business objectives.
Communicate
Communicate effectively with doctors, other staff, other doctor offices and patients.
Communicate with callers in a professional, friendly and efficient manner.
Communicate with staff and agents regarding deliveries, messages, appointments, etc..
Communicate with them in a professional and cordial manner.
Compile
Compile information and generate reports.
Compile weekly, monthly, quarterly and annual reports for supported programs.
Complete
Complete accurate clinic billing and follow up on accounts receivable as required.
Complete data entry in a timely and accurate manner.
Complete procedures when Guests arrive and leave.
Complete referral intake process.
Complete service follow up to ensure customer satisfaction.
Conduct
Conduct phone surveys to assess customer preferences and quality of experience.
Confirm
Confirm and book appointment.
Confirm physician schedule of upcoming clinics, as required.
Confirm / scan delivery ticket confirmation.
Contact
Contact students to inform of any issues related to their payments.
Coordinate
Coordinate and maintain client information for records.
Coordinate and schedules appointments for Management.
Coordinate confidential shredding and assists with the maintenance of files.
Coordinate courier deliveries.
Coordinate internal meetings and support the Client events on site.
Coordinate intra-office and inter-office schedules and appointments.
Coordinate mail flow in and out of office.
Coordinate on location schedule with sales and programming staff.
Coordinate patient flow with nursing staff, lab and pharmacy.
Coordinate sales, displays and inventory of College and online store.
Coordinate the flow of pets and owners in the lobby.
Coordinate the smooth flow and collection of initial client contact details.
Coordinate with other dealership employees to provide optimal customer service.
Create
Create a friendly, welcoming atmosphere, and provide fantastic customer service.
Create and implement retention based strategies.
Create a welcoming environment.
Create, manage, and confirm appointments with clients.
Create processes and systems that benefit clinic flow.
Direct
Direct customers or announce visitors as appropriate.
Direct patients to exam rooms and assist with basic vitals when possible.
Dispatch
Dispatch and receive courier packages (and prepare courier labels).
Document
Document management and sorting / processing mail and email.
Ensure
Ensure all kitchen office appliances are maintained and serviced.
Ensure dishwashers are loaded and turned on at end of day and emptied in the morning.
Ensure each guest is welcomed and looked after.
Ensure packages provided by teams are sent out promptly by courier.
Ensure reception area is well maintained, neat and clean.
Ensure reception area remains stocked, tidy, and organized for maximum efficiency.
Ensure smooth running of our company's offices and contributes in driving sustainable growth.
Ensure superior customer experience - both on the phone and in person.
Ensure treatment areas are clean, disinfected and restocked.
Enter
Enter all fleet expenses, job costing, and A / P invoices.
Enter expense reports in Oracle.
Enter information into database diagnosis specific, obtaining all necessary information.
Establish
Establish and maintain effective working relationships with co-workers.
Explain
Explain office policies to new clients.
Explain all fees and patient financial responsibility.
File
File customers folders in Cabinet.
File preparation and scanning files into Electronic Medical Record system.
Fill in
Fill in cancellations and no-shows.
Fill up
Fill up work orders, answer phone calls, process invoices, process order via phone / email.
Follow
Follow compliance procedures and notify Compliance promptly of new or unusual activity.
Follow protocol for effective building-specific maintenance and safety procedures.
Follow up on tenant requests to assure satisfaction.
Forward
Forward sales information by answering the telephone, receiving faxes.
Give
Give interesting and vivid descriptions in a concise and appropriate manner.
Greet
Greet all customers in a friendly, professional and timely manner.
Greet and assist all guests and visitors with a warm and enthusiastic attitude.
Greet and sign-in visitors and direct to correct employee and department.
Greet and welcome all patients, visitors, and staff, using Spanish if necessary.
Greet clients and visitors in a polished, professional and courteous manner.
Handle
Handle a busy switchboard of incoming calls.
Handle a high volume of incoming and outgoing calls.
Handle client service or support related incoming requests.
Handle material and mailing lists for all internal and external sales and marketing.
Handle multi-line phone system.
Handle all outgoing FedEx shipments.
Handle issues with vending outages / refunds.
Identify
Identify and schedule needed repairs, improvements, office moves.
Inspect
Inspect security control logs and takes action as required.
Involve
Involve contact with patients and public.
Issue
Issue visitor passes and validates parking.
Keep
Keep communications among staff members up-to-date.
Keep front desk and receptions area presentable.
Keep reception and lobby area neat.
Keep records of attendance.
Keep all information in regards to residents / staff confidential.
Keep immediate supervisor well-informed of activities, results of efforts and problems identified.
Keep log of showroom traffic and facilitates data entry in the Customer.
Keep the office are work areas neat and organized.
Keep the schedule consistent.
Keep track of front office inventory stock and ordering new stocks as needed.
Keep updated records and files.
Keep updated records of office expenses and costs.
Maintain
Maintain active relationship with vendors and coordinate office services.
Maintain a flexible approach to work situations, adapting readily to changing environments.
Maintain a high level of knowledge of our products and services via phone.
Maintain and clean clinic facility including denture clinical and laboratory areas.
Maintain and distributes firm-wide telephone directory.
Maintain and keeps improving good relationships with existing and new customers and vendors.
Maintain and monitor supply inventory.
Maintain emails sent to general inbox.
Maintain files, sort invoices, and organize paperwork accordingly.
Maintain filing system and documents.
Maintain important patient and office records.
Maintain office continuing education database as required.
Maintain on-going communication with contractors, client, and team.
Maintain organizational lists and office protocols.
Maintain procedure manual, calendar and reminders to ensure consistent building routine maintenance.
Maintain waiting areas, office files, and front-desk areas in a manner that is organized and neat.
Maintain waiting room and children's play area clean, tidy and orderly.
Maintain workroom and break room cleanliness and organization.
Make
Make a great first impression.
Make patient appointments, both within the clinic and for referrals.
Make travel arrangements and book appointments as required.
Manage
Manage all visitors' access to the office.
Manage and coordinate multiple staff calendars and book meetings.
Manage and direct phone calls.
Manage boardrooms and scheduling meeting rooms.
Manage coffee and refreshment vendors.
Manage inventory of office-supply orders, furniture and other specialty orders.
Manage parking and vehicle logs and records.
Manage petty cash for the New Jersey office.
Manage recruiting of new technicians and workers.
Manage referrals and appointments.
Manage schedules, calendars, appointments, and screen visitors.
Manage service and performance of vendors and landlords for timely completion of jobs.
Manage switchboard and relay messages with promptness and accuracy.
Manage technicians' schedule to make sure they are on track.
Manage, update and maintain office floor plans and parking spots.
Meet
Meet and greet visitors and provide information and assistance to clients and customers.
Meet and exceed patient needs by asking questions to determine the best scheduling solution.
Model
Model the highest level of professionalism and confidentiality.
Monitor
Monitor and maintain inventory of office supplies.
Monitor conference room schedule, booking and updating as necessary.
Monitor inventory and order office supplies.
Monitor office supplies and maintains designated levels.
Monitor suggestion box and post responses.
Monitor visitor access and issues passes when required, may update appointment calendars.
Monitor tennis court lights.
Notify
Notify appropriate internal individuals about visitors.
Observe
Observe safety and security procedures.
Operate
Operate a multi-line switchboard and direct / page incoming calls to the appropriate person.
Order
Order and maintain adequate office inventory.
Order and stock office and kitchen supplies.
Order and stock office supplies.
Order courier supplies, maintain access card log list for audit purposes.
Order front office supplies and keep inventory of stock.
Order office and medical supplies, and restocking when required.
Order office supplies for operations and department.
Order, stock and maintain kitchen supplies.
Oversee
Oversee Accounts Receivable for their accounts.
Oversee the lobby area ensure it s kept in good condition.
Participate in
Participate in customer retention process.
Participate in educational opportunities, trainings and programs.
Participate in process and quality improvement projects to support efficient clinic operations.
Participate in professional development conferences and activities.
Perform
Perform ad hoc projects and data entry to support the lab.
Perform administrative duties such as updating files, processing payments, and booking appointments.
Perform administrative tasks and other duties as arises.
Perform any other cognate duties as and when required.
Perform basic bookkeeping, filing, and clerical duties.
Perform basic clerical duties, such as faxing, photocopying, filing.
Perform "check-out” process to ensure physician's follow-up orders are carried out.
Perform data entry and assist with special projects as needed.
Perform entry-level billing and collection.
Perform other duties as assigned by Management.
Place
Place orders for all classroom and office supplies, as needed or requested.
Place outbound calls to pet parents for follow-up and future appointment bookings.
Prepare
Prepare and enter journal entries, accruals and summary.
Prepare and organize client files.
Prepare and submit reports with payroll information to supervisor.
Prepare correspondence, reports, forms and statistical information as required.
Prepare expense reports for office-based travelers.
Prepare all outgoing mail and couriers.
Prepare form letters and notices.
Prepare therapist work schedules.
Present
Present a cheerful, friendly and professional image to patients and fellow employees.
Present materials in a logical manner and in appropriate quantities.
Print and put together marketing materials.
Print, mail and file dictated reports.
Process
Process all types of transaction deals, including data entry, document filing, etc.
Process and file client documents.
Process completed forms and manage the JLH Outlook Calendar.
Process credit card payments and prepare bank deposits.
Process customer payments.
Process payments, patient billing, and medical insurance claims.
Protect
Protect the reputation and integrity of others through strict confidentiality.
Provide
Provide administrative and clerical support to clinic as needed.
Provide administrative support to the Human Resources department.
Provide Admissions paperwork when applicable.
Provide back-up support for telephone and conference call system.
Provide basic back up coverage to Executive Assistants when needed.
Provide callers with company information as needed.
Provide data entry for all appropriate departments.
Provide directory assistance.
Provide excellent customer service to all patients, providers, and external vendors.
Provide exceptional service by welcoming and greeting visitors.
Provide general administrative and secretarial support to executives.
Provide general administrative support as required.
Provide general information and assistance to callers and visitors.
Put
Put together quotes and proposals for future work.
Receive
Receive and direct incoming calls to appropriate personnel.
Receive and screen external and internal calls from the main switchboard.
Receive deposit cheques and supply receipts.
Receive ongoing training and project assignments to become future Advisor Specialist.
Receive packages / deliveries and distribute to appropriate area(s).
Receive and direct incoming calls to appropriate personnel and voicemail.
Receive and screen calls and relays messages accurately and to appropriate staff.
Receive, sort and distribute daily mail / deliveries.
Receive, sort and forward, incoming mail.
Reconcile
Reconcile encounter payments with cash.
Record
Record any messages accurately.
Record keeping i.e. assignments, insurance instructions, and customer communication notes.
Record appointments and meetings for administrative staff.
Redirect
Redirect the calls to the right person.
Redirect the request / concern to appropriate facility staff or on-site vendor to handle.
Reduce
Reduce expenses of the organization by trending and analysis.
Register
Register visitors with lobby security via client web portal and notify host upon arrival.
Represent
Represent the Profit Center in a professional manner.
Request
Request information from clients, brokers, real estate agents, etc.
Research
Research and contact corporate companies looking for short term accommodation for visitors and staff.
Research, price and purchase office supplies.
Research projects and one-off tasks as requested.
Respond to
Respond and process employment verification within a 72 hour deadline.
Respond to text messages.
Respond to all customer inquiries in a polite, timely manner.
Review
Review and contribute to the technical product documentation.
Review e-records for billing purposes, and maintain billing register.
Scan
Scan and upload documents into software (we are paperless).
Scan assessments into client files.
Schedule
Schedule and assist all clients in showroom.
Schedule and make appropriate arrangements for appointments, meetings, and training sessions.
Schedule appointments accurately.Schedule, confirm, cancel, and reschedule medical appointments for physicians.
Schedule / confirm patient appointments by telephone.
Schedule follow-up appointments.
Schedule internal courier.
Schedule meetings, book meeting rooms and make arrangements for equipment or refreshments.
Schedule patient appointments for hygiene and emergencies.
Schedule patients and manage appointment schedule.
Screen
Screen and require visitors to 'sign-in' at reception desk.
Screen employees and visitors when they enter the building.
Serve
Serve visitors by greeting, welcoming, and directing them appropriately.
Set up
Set up an efficient workflow environment, assisting in a positive manner.
Set up materials and food for training.
Sort
Sort and distribute incoming and outgoing messages.
Sort and distribute mail as appropriate.
Submit
Submit insurance claims and follow-up with insurance plans where applicable.
Support
Support all staff with database entry, data management, formatting documents, and undertake research.
Support and work closely with the Business Manager.
Support the organization as needed.
Support the team with any additional duties as requested.
Take
Take appointments via telephone and email request.
Take inventory of supplies and restock as needed.
Take messages and relay them promptly to the proper individual.
Take necessary action in case of any shortfalls in the arrangements made.
Take payments for treatments, products, and services.
Take initiative and goes beyond established framework.
Track
Track facilities maintenance and repair work requests for services from initiation to closure.
Transcribe
Transcribe letters, emails, consult notes and articles as required.
Understand
Understand the importance of confidentiality of client information.
Undertake
Undertake training in office equipment and operation as necessary for other staff.
Unpack
Unpack and distribute daily courier bags.
Update
Update and file patient charts.
Update and maintain company CRM (e.g. Spider) to track prospects, clients and deal information.
Update and maintain the Client Relationship Management software (CRM).
Update documents, floor charts, and menus as needed.
Update Minute Book database for all Minute Books coming in and out of the office.
Update staff phone list locally as well as web based version.
Update various monitoring plans.
Verify
Verify final invoice pricing and process payments in a timely manner.
Welcome
Welcome event guests and assist with printing visitor badges.
Work with
Work cooperatively with the sales team.
Work Independently by Following Written Protocols.
Work with a diverse range of people and welcome a diverse range of people.
Write
Write and mail Acceptance Letters and Discharge Letters.
Write memos, letters, contracts and other documents.
Write and / or types reports and / or enters information in a computer using standard grammar.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Receptionist:
Microsoft Office
MS Outlook
Stocking Supplies
Reception
Administrative Duties
MS Office
Data Entry
Medical Terminology
Office Administration
Mail Distribution
Switchboard Operation
Medical Office
EMR
Typing
Office Equipment
Email
Office Environment
Administration
Hospitality
Accounting
Most In-demand Soft Skills
The following list describes the most required soft skills of a Receptionist:
Written and oral communication skills
Organizational capacity
Attention to detail
Interpersonal skills
Multi-task
Time-management
Team player
Problem-solving attitude
Organized
Detail-oriented
Positive attitude
Bilingualism
Friendly
Work independently with little direction
Flexible
Reliable
Priority management
Professionalism
Resourceful
Self-motivated
