Seeking an independent, compassionate Veterinary Reception Supervisor to join our team!

Why Animal Medical Clinic of Gulf Gate in Sarasota, FL?

Voted the #1 Veterinary Clinic in Sarasota in 2022, 2023, and 2024, we’re focused on making sure our hospital has the right tools to allow our doctor and medical staff the ability to provide excellent service and care in addition to diagnostic and preventative services, our hospital is equipped with digital radiography, acupuncture, dental x-rays, in-house labs, cold laser therapy, and ultrasound.

Our team wants you to know...

"We are always working together to provide great care, but also to maintain a fun work environment. Our team gets along so well, which makes even the hardest of days a bit less stressful."

Our Commitment to Diversity:

We are dedicated to establishing a culture that celebrates all forms of diversity and allows us to be an inclusive service provider in this community.

Summary:

Works under the direction of the Practice Manager and the Medical Director. The Veterinary Reception Supervisor will perform a wide range of administrative activities related to the hospital, providing quality patient and excellent client relations, staffing guidance and training, assisting in marketing promotions for the hospital and promoting the general services that are offered to clients and their pets to support effective business operations.

Knowledge and Skills:

• Customer Service
• Great communication skills, both written and oral
• Knowledge of common veterinary products/preventatives
• Knowledge of veterinary practice management software - experience with Avimark preferred
• Background in supervising service-oriented operations
• Ability to plan, organize and effectively present ideas and concepts
• Ability to take information obtained from clients, staff and other sources and discern that which is credible and assess each matter objectively
• Must be able to handle multiple tasks at once, and deal with high levels of stress in an environment of changing priorities
• Ability to answer phones, make appointments, take payments using care credit and credit card machines
• Ordering of front office supplies, assist with inventory needs and accuracy
• Knowledge of medical billing
• Performing end of day reports and bank deposits

Education and Experience:

• High school diploma or equivalent
• 2 years college degree – business/financial or veterinary
• Minimum of 2 years experience in veterinary medical care facility operations supervision/management
• Training and client relations experience
• Thorough knowledge of the veterinary profession
• Strong knowledge of computer software systems

Authority:

• Guide, supervise and, when needed, schedule front office employees
• Work alongside Practice Manager to implement training programs to further the level of service provided to our clientele.
• Act as advocate for the front office staff - support and motivate the team

Staff Supervision- Front office

• Training, education and development of reception/customer care staff
• Responsible for coordinating with the practice manager to train new front office employees
• Coordinating breaks/lunches for front office
• Scheduling staff if needed with practice manager
• Assisting with inventory and ordering of front office materials
• Supervise staff to assure that each job is being completed efficiently and effectively and during down time that the staff is kept busy
• Employees are following employer policies
• Employee relations and communications
• Assist with front desk staff interviews and reviews
• Assist with meetings- present topics as necessary at staff/reception team meetings
• Encourage staff to do CE

Client Relations:

• Oversee client flow to insure clients and patients are seen and greeted in a professional, timely and competent manner
• Oversee the callback system and reminder calls
• Assist practice manager with disgruntled clients- assist to dissipate situations at the front desk
• Document all client conversations regarding patient issues and/or client concerns/questions

Office Management:

• Oversees medical records – kept up to date with correct names, addresses, emails, pet information, charges, vaccines, etc
• Responsible for reminder calls or facilitating staff to do so
• Follow up on reminder cards- corrections are made as needed
• Client statements are sent out each month, keep track of overdue balances
• Rabies certificates are completed each month and submitted to the county
• Assist with marketing events and programs and promotions
• Participate in meetings with Practice manager and Medical Director as needed
• Assure all charges are captured for each patient’s visit