Veterinary Receptionist PT

Do you love dogs & cats?! Want to work in a fun, energetic environment with people who believe in rocking out every work day like it's Game Day!?! We're growing our 4-Paw Team at White Oak Animal Hospital and looking for an experienced Part-Time Receptionist (Full Time available if cross-trained in Pet Hotel and/or Assisting). Attendance is KEY for this position. Reliability/dependability is a MUST.

Minimum 1 year experience as a Veterinary Receptionist is required, as well as proven office & technical skills. Must be able to multi-task communication through in-person, email, text, and fax exchanges. Experience with Neo Veterinary Software preferable, but not required.

• MUST be a team player, have great customer service, and be reliable!
• Position is for weekday shifts, some Saturday mornings required
• Health insurance options available for full time
• Paid time off available
• Discounts on pet services and products

POSITION SUMMARY

The purpose of the Receptionist is to ensure client services excel at WOAH and clients always have a positive interaction with our Hospital. The Receptionist is the first & last contact with the Hospital and is key to creating lasting (positive) impressions. The Receptionist is primarily responsible for clerical tasks related to animal care and to provide miscellaneous support to the Veterinary Practice Manager and health care team. These service functions include, but are not limited to, reception (visitor, phone calls, text messages, and emails), maintenance of veterinary medical records, accounts maintenance, cash processing, data entry, word processing, appointment scheduling, and mail service.

This position requires a practical knowledge of hospital organization and services, the basic rules and regulations governing visitors and animal patient treatment, data transcribing, word processing, and a practical knowledge of the standard procedures, veterinary records and terminology used in the Hospital. The Receptionist must have exceptional communication skills (both verbal and written), computer literacy, ability to multitask, friendly attitude, and confidence to deal with stressful situations. Ability to stay clean and organized is a must. The Receptionist reports to the Practice Manager.

Primary Job Responsibilities

Client Relations: Clerical: 80% -85%

• Provide friendly, quality client care to Patients & Clients of White Oak Animal Hospital & Pet Hotel.
• Receive incoming calls, emails & clinic app communications with prompt responses. Provide knowledgeable sub-professional advice concerning the care and treatment of animals. Know when to make "client communications" for client questions/concerns requiring a medical professional. Know how to screen calls and route appropriately.
• Follow established hospital policies and procedures in referring clients for immediate treatment of their pets when requests are accompanied by complaints of acute symptoms. Determine nature of injury/illness and attempt to reassure distressed pet owners. Determine whether immunizations and/or tests are current. Recommend update of necessary immunizations and/or tests to clients when applicable.
• Schedule appointments, obtaining all necessary data concerning the patient and owner. Prepare all required forms in advance when possible.
• Prepare to receive appointments by retrieving client records, preparing needed forms in advance of clients’ arrival. Complete required forms such as new client form, consent forms, estimates, payment agreements, etc. and obtain all necessary information.
• Schedule booster, progress, or recheck exams before the client has left.
• Prepare welcome packets for new clients/puppies/kittens including information on pet insurance.
• Check clients in: Greet clients in a professional, friendly, hospitable manner.
• Check clients out: Place clients in a room for discharge if applicable. Review charts of patients being discharged from the clinic for completeness of information, make new appointments or note changes in patient status as necessary. Echo medical recommendations made by veterinarians when checking out clients. Enter charges if needed and set up future reminders in the system if needed. Take payments in the form of card, check, cash or care credit card.
• Perform over-the-counter selling of specialty merchandise consisting of pet grooming aid, treats, food, etc. Exercise technical knowledge of products sold and demonstrate salesmanship abilities. Explain and demonstrate products, answer questions concerning products purchase/ use.
• Fill approved veterinary prescriptions with appropriate preventatives; provide routine instructions to owners concerning prescriptions for medications.
• Collect lab specimens from pet owners, match patient records to the sample by creating a chart, and submit samples to veterinary technicians or veterinarians to determine appropriate in house or reference lab tests.
• Assist in the updating of client files; prepare and address New Client, Surgery Confirmation/ Instruction, and Online Pharmacy emails. Follow-up with clients when clinic records indicate no recent visits.
• As required, enter data into the computer system, retrieve and modify computerized records. The practice management software includes, but is not limited to, such areas as reminder list of patients for periodic notifications, receipt and/or invoicing to update medical/financial records; client records, pet records, medical records; word processing to produce letters for general correspondence and special mailings to clients, etc.
• Perform a variety of clerical duties, receiving, sorting, distributing mail, sending out mailings, cleaning, organizing reception area, typing memos, correspondence, and reporting. Assist in ordering, receiving, stocking and distribution supplies.
• Contact clients whose pets have lapsed.
• Work well with all employees, and ensure your actions support the Practice Philosophy.
• Perform duties as assigned by Reception Supervisor, Practice Manager, and Veterinarians.

Financial: 15%-20%

• Assure that all financial obligations are met by owners. Collect client fees, make change, process credit card transactions and assist in making count of cash drawer, run end of day transactions and end of month if applicable.
• Explain invoices to show value for care provided, stating all service/products provided before the total
• Refer clients to Care Credit when asked about payment plans
• Collect payment when services are rendered, including making change for cash payments, processing credit cards and getting proper identification when necessary
• Know fees for routine services and how to communicate them emphasizing value
• Make bank runs if requested by the Practice Manager, Reception Supervisor, or Veterinarian.

Other: 5% or less

• Open and close the building by handling lighting, A/C temperatures, locking building, and alarm setting.
• Clean up after pets’ accidents in the reception area.
• Perform other duties as assigned.

Job Type: Part-time

Pay: $14.00 - $15.00 per hour

Benefits:

• Employee discount
• Health insurance
• Paid time off

Experience:

• Veterinary Reception: 1 year (Required)

Work Location: In person