Veterinary Receptionist/Administrative Assistant. MUST HAVE EXPERIENCE.

• MUST HAVE EXPERIENCE IN THE MEDICAL FIELD, AND WITH QUICKBOOKS.

IF YOU DO NOT HAVE BOTH, UNFORTUNATELY YOU DO NOT MEET OUR QUALIFICATIONS.

Please send your cover letter, resume, and references after you read the job description.

Veterinary Receptionist

As a veterinary receptionist, your duties will include but may not be limited to keeping accurate medical records, clerical work, client education, promotion of hospital products and services and support of other team members. This position requires a practical knowledge of the hospital’s procedures, policies and services; client and patient treatment protocols; data transcribing; word processing and the standard procedures, records and terminology used in the veterinary hospital.

Client Relations

• Greet clients and pets by name immediately upon entering.
• Check that addresses and phone numbers on medical records are current.
• Ensure that the reception area and exam rooms have up-to-date reading materials, activities for children and are clean and odor free.
• Schedule appointments and surgeries. Provide clients with pre-appointment and pre-surgical recommendations, i.e. fasting prior to appointment.
• Answer business and personal phone calls in a friendly and professional manner. You will route calls to the proper staff members, answer inquiries about services and or products and provide knowledgeable advice concerning the care and treatment of animals.
• Record all conversations with clients including name and time of call in medical records as dictated by hospital.
• Call to confirm next day appointments.
• Follow established hospital policies and procedures when referring clients with complaints of acute symptoms. You must determine the nature of the animal’s injury or illness and reassure distressed pet owners. You will also determine whether immunizations and tests are current and recommend updates when necessary.
• Fill prescriptions and provide routine instructions to owners concerning medications.
• Reaffirm doctor recommendations at completion of appointments.

Fees

• Prepare invoices, collect and process payments. This will include making change, processing credit cards and debit payments, and counting the cash box.
• Know the fees for routine services so that you can inform clients.
• Explain all invoices in detail to clients. If you cannot answer their questions regarding fees, speak with the attending RVT/Doctor or Manager. Do not allow any financial discrepancy to go unresolved.
• End of day/shift balancing of cash.

Administration

• Enter data and retrieve and modify sorted records. You will follow specific protocols to transcribe information, set up programs, and establish program controls.
• Data you will enter, modify or retrieve includes: the patient reminder lists; receipts or invoices to update medical and financial records and accounting.
• Ensure the efficacy of the reminder system and provide statistical results of reminders to hospital manager.
• Daily and weekly backups of computer records (where applicable)
• Maintain adequate supply of client education material at the front desk i.e. Brochures, handouts etc.
• Regularly update client information area in the hospital
• Maintain and provide statistical reports for no-shows, rescheduled appointments etc. to the hospital manager as required.
• Schedule referral appointments and confirm date and time with client. Inform client of any necessary preparation prior to appointment.
• You will prepare all required forms including clinical records, health and immunization certificates, laboratory reports and euthanasia certificates - in advance if possible.
• Review charts of all discharged patients for completeness. You must also make new appointments and note changes in patient status when necessary. Based on your review, you will refer charts to a doctor or RVT for further review. At that time, you must ensure that the clients have met all financial obligations or that acceptable alternative arrangements have been made.
• Maintaining the appointment schedule.
• Preparing information packets- new client folders, new puppy and kitten packages, dental packages, weight-loss packages etc.
• Receiving clients, out-patients, animals to be euthanised and emergencies.
• Ensure all treatment, surgery, boarding forms are signed and an emergency number is left.
• Admit/discharge or delegate admittance/discharge of boarders/surgeries/flea baths etc to animal care personnel.
• Maintenance of the appointment book
• Maintenance of the boarding schedule
• Maintenance of the grooming schedule
• Retrieve, update and file patient records.
• Keep reception desk and area tidy and clean
• Clean up after pet accidents in the waiting area
• Water and maintain plants in waiting and exam rooms
• Collect specimens clients bring in for laboratory analysis, label and take to the lab area. Make notation of receipt of the specimen including the date and time of collection in the appropriate hospital log to ensure they are done and the owner is notified of the results. Place corresponding medical file in appropriate area.
• Follow up with overdue clients. Purge files and call or send a survey to determine if they still have the pet. If client has left the practice determine the circumstances surrounding their departure and forward the information to the hospital manager.

Marketing and Promotion

• Promote in-hospital ancillary services such as boarding, grooming etc
• Market over the counter pet accessories. You will be required to show knowledge and salesmanship abilities. You must be able to explain and demonstrate products, answer questions, record sales, make change, and wrap or bag merchandise.
• Help update client files and prepare and mail thank-you, sympathy and welcome cards.
• Promote practice protocols through client education using the appropriate terminology. You must be well-versed in the subjects of parasites, vaccinations, routine surgeries, heartworm and flea prevention etc.

Requirements:

At least 2 years of continued employment of your last two jobs

Must be proficient in MS Word and Outlook, and Quickbooks.

Cover letter, resume, and references

Job Type: Full-time or part-time

Job Types: Full-time, Part-time

Pay: $13.00 - $18.00 per hour

Language:

• Spanish (Preferred)

Work Location: In person

Salary : $13 - $18