Veterinary Receptionist

Key Responsibilities

• Client Interaction & Customer Service:
  
  
  • Greet and check in clients and their pets with a warm and friendly demeanor.
  • Answer phone calls and assist with client inquiries, appointment scheduling, and general information.
  • Process payments, including insurance claims, and ensure proper record-keeping of financial transactions.
  • Handle client concerns with professionalism, empathy, and patience, ensuring a positive experience for every client.
• Appointment Scheduling & Client Communication:
  
  
  • Manage the scheduling of appointments, ensuring an efficient and timely flow of patients throughout the day.
  • Remind clients of upcoming appointments and follow up with those who have missed their appointments.
  • Handle client communication via phone, email, and in person to confirm appointments, provide reminders, and answer any questions.
• Record Keeping & Data Entry:
  
  
  • Maintain accurate and up-to-date patient records using our Electronic Medical Records (EMR) system.
  • File and organize patient charts, ensuring all client information is entered correctly and updated regularly.
  • Assist with client intake forms and patient history updates.
• Administrative Support:
  
  
  • Assist with general office duties, including sorting mail, filing, and maintaining office supplies.
  • Support the veterinary team with clerical tasks as needed, including faxing, emailing, and document scanning.
  • Ensure the reception area is clean, organized, and stocked with appropriate forms, brochures, and other materials.
• Handling Client Billing & Payments:
  
  
  • Process payments for services, ensuring all charges are correctly entered into the system.
  • Offer guidance and assistance with client inquiries regarding billing, payment plans, and financial policies.
  • Assist clients with insurance claims and payment processing when necessary.

Qualities & Skills We Are Looking For

• Customer-Focused Attitude: Friendly, professional, and compassionate in all interactions with clients and their pets. Able to remain calm and composed under pressure.
• Communication Skills: Excellent verbal and written communication skills with the ability to interact effectively with clients, veterinary staff, and other team members.
• Attention to Detail: Strong organizational skills with the ability to manage multiple tasks while maintaining accuracy.
• Multitasking Ability: Capable of juggling multiple responsibilities at once in a fast-paced environment.
• Technology Proficiency: Comfortable using computers and various office software (e.g., Microsoft Office, EMR software, and scheduling programs). Previous experience with veterinary practice management software is a plus.
• Team-Oriented: A collaborative team player who can support veterinarians, technicians, and other office staff in delivering excellent patient care.
• Empathy and Compassion: A genuine love for animals and a compassionate approach to clients who may be concerned about their pets.

Qualifications & Previous Work Experience:

• Prior Experience: Previous experience as a Veterinary Receptionist or in a clinical setting is strongly preferred, but we will also consider candidates with hospital clerical experience, especially in a high-volume environment.
• Education: High school diploma or equivalent is required. Additional certifications (e.g., Certified Veterinary Assistant or office administration) are a plus.
• Previous Veterinary Knowledge: Familiarity with animal care and medical terminology is highly preferred, but we are willing to train the right candidate with a positive attitude and willingness to learn.
• Customer Service Background: Proven experience in a customer-facing role, especially in a medical, veterinary, or clinical setting.
• Physical Requirements: Ability to sit, stand, and move around the reception area for extended periods. Must be comfortable handling pets in a hospital setting.