The veterinary receptionist provides general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, schedules appointments, greet clients with a positive attitude as well as additional clerical duties. The receptionist is the first point of contact with existing clients, as well as established clients, vendors, other veterinary clinics and various other callers. Exceptional customer service should be your priority when dealing with callers and those entering the Hospital for services or questions. Although this list is extensive, it is not limited to what is within the daily responsibilities of the veterinary receptionist.

Job Requirements/ Skills/ Responsibilities/ Essential Functions

· Answers telephones and directs the caller to the appropriate associate.

· Will take detailed message when the associate is unavailable, including who the call is for, the time of day the call came in, the caller’s full name and contact number, and a brief message detailing the nature of the call. It is extremely important to document the correct information from the caller so the recipient is able to return the call.

· Provides callers with information such as company address, directions to the company location, company website and other related information.

· Input important information in to the patient’s history, including vaccination records, previous veterinary records, documentation necessary for the history of the pet.

· Checks voicemail & returns calls

· Check emails and AllyDVM throughout the day

· Handles Prescription Requests

· Schedules Appointments. Paying close attention to the details of the appointment calendar. This includes scheduling for grooming, baths, boarding, chiropractic, holistic and regular appointments.

· Greets & Educates families

· Check in grooms. Including notifying the owner if the pet is due for any services and/or contacting previous veterinary clinics for updated vaccine history.

· Updating the welcome board daily with the names of our appointments for the day, including for the doctors, grooming or drop off appointments, in both buildings.

· Maintaining a clean and organized work space.

· Prepare the necessary paperwork for the next day’s appointments. Including surgery release forms to be signed by owners, grooming/bath cage cards and drop off cage cards.

· Assures that the doctor or technician has an up to date follow up sheet printed at the end of each day for the following day.

· Educates callers and clients on products we carry and services we offer.

· Inquires whether or not a patient is in need of refills for their heartworm medications or flea medications, as well as routine, on-going medications with each appointment. Verifying if all necessary tests are up to date and notifying owners if they are not.

· Scheduling follow up appointments as deemed necessary.

· Assures that the front lobbies of both facilities are neat and orderly and free from excess fur, stool or urine throughout the day and properly sweep and mop the front lobby at the end of each day.

· Follows the end of shift task sheet to assure all end of day procedures are followed and documents were done with the initials and time of day the item was completed.

· Checks in patients as they arrive, assuring the patient has an entry in the computer for the necessary service. Appointment should be very detailed listing all services needed or declined.

· Weights should be obtained and recorded on every patient

· Checks out patients being seen throughout the day. Assuring all services have been entered in the computer with the observation of the “OK all entered” code. Accepts payments for services without allowing unapproved billing of services. Assures the patient receives any medication being sent home and that the technician or the doctor have spoken to the client and that all questions have been answered prior to bringing the pet up.

· Verifies all payments match the end of the day deposit sheet. Daily cash, checks and all credit card transactions should match the deposit sheet prior to you leaving each evening. Daily revenue should be text to Dr. Barchman upon verifying the amounts collected and what we show we should have match.

· The ability to multi task is essential. There are multiple demands on you throughout the day and the ability to prioritize and balance your responsibilities are critical to assure that all tasks are completed in a timely manner with proficiency and accuracy.

The veterinary receptionist has a critical role in the growth, owner experience, and balance of the daily activities. You are the first and last person the pet owner will see. Therefore, every pet owner should feel they were the most important person of the day. Every caller should feel that their call is the most important call of the day. Callers should feel your cooperation and concern for their needs, regardless of what is going on around you. Never guess, speculate, diagnose a condition from a caller or client that is present. Show your concern, and ask the caller for permission to call them back after you have an answer for their question, or if you could take a message for our doctor to contact them, or even better, attempt to make an appointment where they can have their pet examined.

How this position is part of the team: By assisting the technicians, assistants, kennel staff and doctors, we can maintain the high standard of care for our patients that is extremely important. Every aspect of the patient's care relates into customer service as well. Serving the clients beyond their expectations with our animal care, customer service, and Hospital cleanliness will enable us to forge strong bonds with our clients and their pets.

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Uniform allowance
• Vision insurance

Schedule:

• 10 hour shift
• Day shift
• Monday to Friday

Work setting:

• Clinic
• In-person

Education:

• High school or equivalent (Required)

Experience:

• Avimark Veterinary Software: 1 year (Preferred)
• Veterinary: 1 year (Required)
• Customer service: 2 years (Required)

Work Location: In person