Receptionists do more than just meet, greet and direct guests to meetings and appointments. These professionals also handle duties related to office security, event planning, scheduling, mail distribution and Internet research. Though the bulk of receptionists' responsibilities are administrative, their interaction with potential clients and customers can impact the success and public image of their company.
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External and Internal Communication
One of the biggest responsibilities of a receptionist is to answer incoming telephone calls and respond to customer inquiries professionally and promptly. Receptionists must screen and route calls to the appropriate personnel or company department based on the caller's requests. Some receptionists record and relay the caller's name, nature of the call and the time of the call for the intended recipient. Other duties include submitting information to building security for visitor access and coordinating domestic and international office shipments. Some employers require that receptionists type and distribute memos and other office documents to employees and customers.
Receptionists greet and guide arriving guests to their scheduled appointment or meeting. If the receptionist works in a medical or dental office, she assists patients with filling out medical forms and charts. Receptionists explain standard office procedures, schedule future appointments and assist patients with payment issues and insurance questions. Above all, receptionists help make guests feel welcome and comfortable upon their arrival to the office.
Although receptionists in corporate offices may handle the scheduling of conference rooms for board and executive meetings, medical receptionists usually schedule physician and dental appointments for patients. In addition, these receptionists must gather important personal and insurance information from patients. Spas and beauty salon receptionists also schedule appointments for clients, prep clients for their stylist and check out customers at the register.
Filing and Record Keeping
Receptionists must file and categorise confidential information such as patient records, medical history and payment information. Bookkeeping and data-entry skills are usually required for receptionist positions since businesses need to track guests who enter and depart the office. Receptionists may record employee attendance, incoming and outgoing mail, and the names and times of arrival for guests.
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