Job Summary: The Unit Receptionist provides administrative support to the medical unit and ensures efficient operations by handling various clerical tasks, managing communications, and assisting patients and visitors. The role requires excellent organizational skills, attention to detail, and the ability to interact professionally with medical staff, patients, and visitors.

Responsibilities and Duties:

Greet and assist patients, visitors, and medical staff in a courteous and professional manner.
Answer and direct phone calls to the appropriate personnel.
Schedule patient appointments and manage the unit’s calendar.
Maintain and update patient records and files.
Prepare and distribute correspondence, memos, and reports as needed.
Coordinate with medical and administrative staff to ensure smooth unit operations.
Assist with patient admissions and discharges, ensuring all documentation is accurately completed.
Manage office supplies and ensure the unit is well-stocked and organized.
Handle incoming and outgoing mail and deliveries.
Perform other clerical duties as assigned by the unit manager or supervisor.

Job Responsibilities of a Unit Receptionist:
Greeting Visitors and Patients:

Welcome and assist visitors, patients, or clients as they enter the unit.
Direct individuals to the appropriate areas or staff members.
Answering Phones and Managing Inquiries:

Handle incoming calls, provide information, transfer calls, and take messages.
Address basic questions related to the unit's operations and services.
Scheduling and Appointments:

Assist with scheduling appointments, meetings, or procedures.
Maintain calendars for the unit's staff, ensuring smooth coordination.
Managing Correspondence:

Handle incoming and outgoing mail, emails, and other communications.
Draft and prepare letters, memos, and other documents as needed.
Record-Keeping:

Maintain patient or client records, files, and databases.
Ensure accurate documentation, including updating personal or medical information.
Administrative Support:

Perform general clerical tasks such as data entry, filing, and photocopying.
Help manage office supplies, ordering when necessary.
Assisting Unit Staff:

Provide support to the team by managing tasks like processing paperwork or preparing documents.
Help coordinate daily operational activities within the unit.
Maintaining a Professional Environment:

Ensure the reception area and unit are tidy, organized, and welcoming.
Key Skills and Qualifications:
Strong Communication Skills: Clear verbal and written communication to interact with staff, patients, and visitors.
Customer Service: A friendly, professional demeanor, with a focus on helping others.
Organizational Skills: Ability to manage multiple tasks, appointments, and paperwork efficiently.
Attention to Detail: Ensuring that information is accurately recorded and communicated.
Computer Proficiency: Familiarity with office software such as Microsoft Office (Word, Excel, Outlook) and specific scheduling or record-keeping systems.
Multi-tasking Ability: Handling several tasks at once, such as answering phones while assisting visitors.
A receptionist working in a cash handling unit typically manages several key tasks involving cash transactions and customer service. Their role includes interacting with clients or visitors, ensuring the smooth processing of payments, and following proper cash handling procedures. Below are some common responsibilities of a receptionist in a cash handling unit:

1. Receiving Payments
Accepting payments from clients in the form of cash, checks, or other methods.
Verifying the accuracy of the payment amount.
Issuing receipts to confirm the transaction.
2. Cashiering
Handling cash registers or payment systems.
Ensuring accurate logging of payments in the system.
Balancing cash at the beginning and end of shifts to ensure no discrepancies.
3. Recording Transactions
Keeping detailed records of all cash-related transactions.
Ensuring that any discrepancies are documented and reported promptly.
Logging payments in financial or accounting software to maintain accurate records.
4. Customer Service
Assisting clients with inquiries related to payments, billing, or other financial matters.
Ensuring a positive experience for clients while handling transactions efficiently.
Managing appointments, directing visitors, and providing general information about services.
5. Security
Following secure procedures for handling and storing cash.
Reporting any suspicious activity or security concerns related to cash transactions.
Limiting access to the cash register or safe to authorized personnel only.
6. Cash Reconciliation
Regularly counting and verifying cash at the end of shifts.
Preparing cash for deposit and ensuring that deposits are made in a timely manner.
Communicating any discrepancies or errors to supervisors or accounting teams.
7. Administrative Duties
Answering phone calls and scheduling appointments.
Managing office supplies and ensuring smooth operations in the unit.
Assisting with filing and organizing documentation, including financial records.

Cash Handling Responsibilities:
Receiving Payments:

Collect payments from clients, patients, or visitors for services rendered (e.g., copayments, registration fees, parking fees).
Handle different payment methods, including cash, credit/debit cards, and checks.
Issuing Receipts:

Provide receipts for all payments made.
Ensure receipts are recorded and documented properly.
Balancing Cash Drawer:

Maintain a balanced cash drawer by accurately counting and recording the amount of money at the start and end of each shift.
Keep track of daily transactions to ensure no discrepancies.
Deposit Preparation:

Prepare cash or check deposits for the accounting or finance department.
Ensure all funds are properly accounted for and handed over securely.
Handling Refunds or Exchanges:

Process refunds, if required, according to the organization’s policies.
Ensure documentation and approvals are in place for any refunds issued.
Maintaining Financial Records:

Record all financial transactions in the appropriate systems or software.
Maintain accurate logs or reports of cash and payment activities for auditing purposes.
Security and Compliance:

Follow protocols to ensure the safe handling of cash.
Comply with the organization’s policies regarding financial transactions and security, especially in sectors like healthcare, where regulations may be stricter.
Skills Needed for Cash Handling:
Attention to detail for accurate financial recording.
Trustworthiness and integrity, as you're dealing with money.
Basic accounting or financial knowledge.
Familiarity with point-of-sale (POS) systems or other financial software.
Ability to multitask, especially if handling both reception and cash-related duties.
In environments like healthcare units, where both administrative and financial transactions are important, being able to handle payments accurately and securely adds another layer of responsibility to the receptionist’s role.