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ESSENTIAL FUNCTIONS

Clerical Open the practice and set up for the morning as directed Ensure the cleanliness and organization of the practice, including the front desk, reception area, waiting area, office, public bathroom and exam rooms Schedule appointments for the clinic after obtaining all necessary data concerning the animal and owner. Prepare all required forms such as animal clinical records, health certificates, immunization certificates, lab reports, release forms and euthanasia certificates in advance, if possible. Prepare to receive appointments by reviewing client and patient records and preparing needed forms in advance of clients' arrival. Complete required forms such as new client forms, patient visit form, client report, consent forms, estimates, etc. and obtain all necessary information. (Clerical Continued) Notify doctors assistants of patient arrival, relaying all necessary information. Discharge patients which includes entering charges into the computer, reviewing the discharge instruction and medications. Ensure that future reminders are set up in the computer system for the patient. Assure that all financial obligations are met by owners. Accurately process and collect client fees, make change, process credit card transactions, and post and record payments. Perform/oversee updating client files as needed including name, address, telephone number(s) and vaccination and heartworm history. Retrieve medical files accurately and promptly via practice management system. Enter data into the computer system as required, retrieving and modifying as needed Maintaining health certificates and rabies certificate files. Prepare and send client correspondence such as reminder cards and letters, thank you letters, sympathy cards and welcome-to-the practice cards. Prepare miscellaneous correspondence as needed. Confirm that each patient has future reminders for preventative care services. Send reminder notices to clients for periodic notifications. Make recalls to clients on a timely basis from a call back list. Perform an end-of-day procedure each evening. This includes balancing out the cash drawer, running end-of-day computer reports, preparing the bank deposit and presenting the reports and deposit information to the team lead or practice manager. Close the practice for the evening as directed. Customer Service Welcome clients and patients to the practice with a warm and friendly demeanor and provide for their comfort while they are in the practice. This includes greeting clients, offering coffee or water, showing them the waiting area, etc. Maintain an up-to-date magazine selection in the waiting area. Answer incoming telephone calls utilizing proper telephone etiquette. Screen those calls that are handled by other healthcare team members and take care of routine calls. Routine calls include those seeking information about veterinary services. Offer to send a hospital brochure to any telephone shopper calling the hospital. Provide knowledgeable sub-professional advice concerning the care and treatment of animals including questions regarding hospital services, fees, animal care and treatment in accordance with hospital policies. Appropriately direct other questions and communication to a veterinarian, practice manager or other healthcare team member. Present clients with medications, instructions, new client kits and any other take home items. Review the services that were rendered to the pet (verbally itemize the client receipt) and inform the client of the total amount dye. Assure that owners meet all financial obligations or that acceptable arrangements have been made. Veterinary Policies/Procedures Follow hospital policies regarding patient admittance. Determine whether immunizations/tests are current. Recommend update of necessary immunizations/tests to clients. Handle emergency situations by following established clinic policies and procedures in referring clients for immediate treatment of the animals when requests are accompanied by complaints of acute symptoms. Determine the nature of the injury/illness and attempt to reassure distressed pet owners. Fill veterinary prescriptions with appropriate medication; provide routine instructions to owners concerning prescribed medications. Perform over-the-counter selling of specialty merchandise consisting of pet grooming aids and sundry veterinary items. Exercise technical knowledge of products sold and demonstrate salesmanship abilities. Explain and demonstrate products, answer questions concerning products purchase and/or use. Collect lab specimens from pet owners, match patient records to the sample and submit samples to veterinary technician or nurse. Discharge patients. Review charts of patients being discharged from the clinic for completeness of information, make new appointments or note changes in patient status as necessary. Enter charges and set up future reminders in the system. Present clients with medications and instructions. Computer As required, enter data into the computer system, retrieve and modify computerized records. Use practice management software to create reminder lists, receipt and invoice, update medical/client records. Use Word processing software to produce general correspondence or special mailings. Perform a backup of the computer system on a regular basis as directed. Run end-of-day and end-of-month reports as required.

COMPETENCY

Basic Skills Possession of strong organizational skills. Knowledge of hospital procedures and operating instructions for making appointments, assembling patient medical records, recording test results, relaying information regarding patient's condition, and compiling and submitting data on patients treated. Knowledge of the spelling and meaning of commonly used terminology of veterinary medicine to accurately record results of tests and file veterinary medical reports according to alpha, numeric or subject matter headings. Understanding the implications of new information for both current and future problem-solving and decision making. Performs other duties as assigned. Ability to work independently on assigned tasks as well as to accept direction on given assignments. Regular attendance and timeliness are an essential function in order to fulfill the requirements of this position. Communication Skills Requires strong client service skills. Personal contacts are with animal owners affected by a variety of problems, visitors and other healthcare team members. Considerable tact and diplomacy are required. Must accurately relay the owner's account of the medical complaint(s) for the animal(s) involved to the healthcare team member who will be involved in treating the patient(s). Excellent verbal and written communication skills. Possess exceptional interpersonal communication skills. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar. Requires active listening skills, giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate and not interrupting at inappropriate times. Requires telephone conversations. Requires use of electronic mail Requires writing letters and memos. Requires face-to-face discussions with individuals or team members. Social Skills Work well with all employees and ensure that your actions support the hospital, the doctors and the practice philosophy. Ability to work independently on assigned tasks as well as to accept direction on given assignments. Monitoring/assessing performance of yourself, other individuals or the practice to make improvements or take corrective action. Ability to adjust actions in relation to other's actions. Teaching others how to perform a task. Actively looking for ways to help others. Being aware of others' reactions and understanding why they react as they do. Requires dealing with unpleasant, angry or discourteous people. Technical Skills Knowledge of computers and relevant software applications including MS Office (Word). Perform routine maintenance on equipment and determine when and what kind of maintenance is needed. Join us in making a difference in the lives of pets and their owners! We are committed to supporting your professional growth through ongoing training in veterinary procedures, client communication, and animal handling. This role offers a rewarding opportunity for motivated individuals passionate about animal health and exceptional client care.

Pay:

$16.00 - $19.00 per hour Expected hours: 24.0 - 40.0 per week

Benefits:

401(k) 401(k) matching Continuing education credits Dental insurance Employee discount Flexible schedule Health insurance Paid time off Uniform allowance Vision insurance Application Question(s): Can you work weekend and holidays?

Experience:

Customer service: 1 year (Required) Shift availability: Night Shift (Preferred) Day Shift (Preferred)

Work Location:

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Veterinary Receptionist