Oahu Veterinary Clinic Receptionist

JOB DESCRIPTION

TITLE: VETERINARY RECEPTIONIST/CUSTOMER SERVICE REPRESENTATIVE

Reports to: Front Office Manager or Hospital Manager

Primary Purpose: Carry out sales and customer service activities and perform clerical duties related to animal patient care and treatment.

Essential Duties and Responsibilities Overview:

• Phone Competencies: Answering and managing multiple phone calls in an efficient manner, retrieving voicemails, managing holds/transfers/conference calls, confirming calls for next- day appointments and following week’s procedures
• Clerical Competencies: Printing, preparing, and organizing examination sheets for upcoming appointments, preparing health certificates on APHIS 7001 form and GVL website, printing and sorting of various forms and worksheets
• Computer Competencies: Familiarity with any veterinary software program (PIMS), general knowledge and familiarity of Windows and PC systems, Windows Office (Word, Excel,Powerpoint, etc.) and Google Workspace (Google Sheets, Google Drive, Google Teams, etc)
• Managing and sorting of incoming clinic email (Gmail) including, but not limited to: client inquiries, laboratory results (Antech/VARL/KSU), veterinary records, veterinary reports, medication/retail refill requests, and purchase requests
• Managing outgoing mail from veterinarians. Confirming call backs for laboratory results, maintaining client accounts (update client/patient info, reminders, recalls, and alerts), and filing client charts
• Handling cash and checks, processing credit cards (including Care Credit and Cherry), and completing end-of-day duties (daily payments, backup, drawer counting, credit card scanning)
• Greeting and directing customers to appropriate service (appointment or retail)
• Receiving, investigating, and resolving complaints from customers related to product or service quality. Maintaining record of complaints or other comments in EMR.
• Faxing, scanning, copying, and printing of patient records, prescription requests, credit card, and other miscellaneous transactions
• Receiving deliveries, handling client special orders in order book, and stocking appropriate department
• Replenishing forms and office supplies

Other Duties:

• Maintain clean, safe and organized reception area
• Restock front office retail merchandise

Mental, Physical and Communication Demands: Frequent sitting, standing, and walking; stocking duties requires lifting up to 50 lb.; customer service duties require relating to people in a friendly and professional manner. Requires working to established procedures, maintaining reliable work attendance; may require working under minimal supervision. Requires verbal communication skills and following oral and written instructions.

Work Environment: Indoors, air-conditioned reception area.

Equipment Use: Computer (PC) with integrated eVet software, pulse by Covetrus, Gravity
(Gravity/Clover), MS Office (Word, Excel), Google Workspace (G Drive, G Sheets, G Teams, etc) and standard office equipment

Work Hours: Monday – Friday 7:15 a.m – 6:00 p.m., Saturday 7:30 a.m. – 2:00 p.m., Sunday Closed.

• Moderate noise – dogs barking, phone calls, crowd noise
• Some danger from animal bites/scratches
• Some exposure to infectious diseases and toxic or caustic chemicals and fumes.

Minimum Qualification Requirements:

• Education: High school diploma or GED needed
• Language Skills: Ability to read and write instructions, short correspondence and memos.
• Proper phone etiquette: Ability to effectively present information in one-to-one and small group situations to customers, clients, students, and other employees of the organizations.
• Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, rations, and percentages and draw and interpret charts.
• Reasoning Ability: Ability to carry out clear and concise written and oral instructions. Ability to deal with problem solving situations.
• Other Skills and Abilities: Experience and comfort with computers.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $16 - $20