Veterinary Receptionist

Benefits:

• Employee discounts

Veterinary Receptionist position available Customer service oriented receptionist for busy exotic animal/holistic care practice in Lisle. Candidates should have experience with multi-line telephones and client interactions of a typical veterinary office. Minimum requirements include a high school diploma, customer service, clerical and computer skills. This position includes days, evenings and rotational Saturday hoursResumes can be submitted by email to [email protected]

Job description:

The receptionist’s main responsibility is to be accurate and cheerful and to maintain a smooth, well-planned, and orderly flow of clients and patients.

General Accountabilities

Reception area

• Greet clients and pets by name.
• Maintain computer and workstation in clean and organized manner.
• Inform clients of expected waiting time if the doctor(s) is(are) behind schedule and provide timely updates as needed.
• Maintain the appearance and cleanliness of the waiting room and reception area.
• Report any required repairs to the appropriate person.
• Re-stock products, office supplies, client education materials, brochures, and so on.
• Notify appropriate person of low inventory.
• Clean windows in waiting area and doors & windows in entry foyer.
• Maintain water feature, living plants, client magazines and other items in reception area.
• Maintain water cooler and provided assortment of teas, hot cocoa and lemonade.
• Working knowledge of point of purchase items and diets offered in order to address client questions and promote sale of said items.
• Clean and stock client bathroom.

Phone

• Receive all incoming calls.
• Answer phone calls in a timely manner.
• Minimize time that clients are kept on hold and check back regularly if having to wait.
• Screen and direct calls to appropriate doctor or staff member.
• Proficiently discern client and patient needs to optimize time taken on phone calls and schedule appointments appropriately to accommodate both the doctor schedule and client needs.
• Obtain pertinent patient information in assessing emergency status prior to approaching doctor or technician about scheduling emergency visit.
• Check voicemail messages first thing in the morning.
• Check clinic email throughout the day and respond or forward to the appropriate party.

Schedule appointments

• Maintain computerized appointment schedule according to hospital policy.
• Check Demand Force in morning for requested appointments and contact client to verify appointment date and time.
• Verify client contact information when making appointments.
• Contact scheduled next day appointments with reminder of time and requirements, for example, stool samples for fecal tests.
• Contact scheduled pre-surgery appointments with reminder of time and required care, for example, withholding food and water.
• Send out annual reminder notices to clients.

Files and correspondence

• Pull client charts for daily scheduled appointments. As clients arrive, update the existing file or collect necessary information to prepare a new file. Verify client contact information when checking into clinic, then update computer and paper record.
• After client visit, update and re-file patient record and computer file. Complete all filing, including paid invoices, radiographs, lab reports, and correspondence.
• Process records to and from referring hospitals.
• Process all incoming faxes, mailed records or emails,
• Prepare welcome letters, thank-you letters, condolences, and other correspondence for the doctor, practice manager, or client care coordinator’s signature.
• Copy and mail (or fax) patient records at client request.
• Use the computer software system to accurately and efficiently search for information.
• Prepare Client Education packets and other business related paperwork.
• Back Up computer software at end of day.

Financial responsibilities

• Enter payments accurately.
• Review invoices with clients and collect payments.
• Take prepayments for Holistic Exam appointments and other prepaid services.
• Take deposit for hospitalized or surgery patients.
• Accurately prepare daily deposit slip for bank.
• Process credit card transactions at end of day.
• Close out end of day business transactions.
• Balance cash drawer and petty cash after each shift.

Other Clinic Responsibilities

• Clean and stock other bathrooms, break area and outside space according to staff schedule or as directed by management or supervisor.
• Assist technicians with cleaning and preparation of exam rooms.
• Process cremation forms for deceased patients being dropped off by clients.
• Perform office related tasks as assigned by supervisor or management.

Job Qualifications

         Veterinary Receptionist experience preferred.
         Available to work nights and weekends

• High school diploma/GED
• Must have strong interpersonal skills and be capable of interacting with a diverse team of people with various backgrounds and interests.
• Demonstrated strong proficiency using Microsoft Office products; client management software, with capable computer literacy.
• Excellent organizational skills and ability to manage competing priorities.
• Superior time management skills, multitasking skills, and the ability to prioritize tasks with minimal supervision
• Resourcefulness and flexibility.
• High level of sound and independent judgment, reasoning, and discretion.
• Excellent verbal and written communications skills and superior telephone manners.

Competencies

• Ability to take initiative and problem solve
• Excellent verbal and written communication skills
• Excellent phone skills
• Excellent organizational and prioritizing skills
• Ability to present oneself as well as the company in a professional manner
• Proficient in the use of a personal computer and corresponding programs, Internet literate
• Attention to detail
• Interpersonal skills and customer service skills required
• Extensive Knowledge of Adobe Acrobat, MS Word, Excel, MS Outlook.
• Knowledge of AviMark Veterinary software is preferred

Physical Demands

While performing the duties of this job, the employee is regularly required to stand; walk and talk or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to sit; climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 30 pounds