We are seeking a friendly, organized, and compassionate Veterinary Receptionist/Customer Service Representative to join our team. The ideal candidate will serve as our clients' first point of contact, ensuring a welcoming and efficient experience for pet owners and their animals. This role involves handling administrative tasks, providing excellent customer service, and supporting the veterinary team to ensure smooth operations. This role is ideal for someone passionate about animals and eager to make a difference in their well-being while providing excellent service to their human companions.
Key Responsibilities
Customer Service
o Greet clients and their pets by name with a warm, bubbly, and professional demeanor.
o Answer phone calls, emails, and text messages promptly, respond to inquiries, and schedule appointments.
o Provide information about services, procedures, prevention products, and pricing.
o Address client concerns and escalate complex issues to the appropriate staff member.
o Dictate doctor responses to client questions and relay information.
o Call other veterinary clinics to obtain previous vet history for incoming new clients, then hand it off to technicians.
Administrative Duties
o Maintain the reception area, ensuring cleanliness and organization.
o Maintain accurate client and patient records in the practice management software.
o Handle payments, issue invoices, and process transactions.
o Verify and update client and pet information, including vaccination records.
o Perform reminder calls for upcoming appointments.
o Attach patient reports from email to medical history.
o Call clients with overdue vaccines to schedule appointments.
o Take messages for doctors and management. Review the message log to confirm all calls have been returned by the end of the day.
o Appropriate dictation and grammar for all communications in medical records.
o Print existing medication labels for refill requests and hand them over to technicians.
o Complete weekly Hill’s & Royal Canin food orders and returns.
o Schedule rechecks and/or booster vaccines as necessary at the time of checkout.
o Count cash and create daily cash deposits.
o Receive and distribute mail as needed.
o Field “cold calls” for office management and doctors by taking messages and asking them to email a summary of their product.
Operational Support
o Assist with managing the appointment schedule to optimize efficiency.
o Prepare and distribute paperwork for consultations and treatments.
o Coordinate with veterinary technicians and doctors to ensure smooth workflow.
o Restock exam room supplies.
o Clean exam rooms between appointments when necessary.
o Call and schedule EB Transport, Kansas Humane Society or other private cremation services based on euthanasia needs.
- Social media content & creation for Facebook and Instagram
Qualifications
● High school diploma or equivalent; additional training or certification in office administration is a plus.
● Minimum 1 year of previous experience in a receptionist or customer service role in a veterinary hospital setting required. Avimark and Weave experience a plus.
● Strong communication and interpersonal skills.
● Ability to multitask and remain calm in high-pressure situations.
● Compassionate and empathetic toward animals and their owners.
Expectations
● Maintain a professional appearance and conduct at all times.
● Demonstrate punctuality and reliability.
● Communicate effectively with both clients and team members.
● Uphold client confidentiality and handle sensitive information with discretion.
● Continuously learn about veterinary services and protocols to provide accurate information.
● Contribute positively to a team-oriented work environment.
● Problem-solving and forward-thinking skills.
Physical Requirements
● Ability to sit, stand, and walk for extended periods.
● Ability to hold the phone to the shoulder to speak with clients while accessing their records on a computer.
● Ability to type at least 60 words per minute.
● Occasionally lift up to 50 pounds (e.g., pets, office supplies, bags of food)
Benefits
We offer a competitive salary in addition to some great benefits, including:
- Annual uniform allowance
- Health insurance
- 401k matching
- PTO
- Discounts on pet care
- Paid maternity leave
- Professional Development Opportunities
- 6 paid holidays per year
Job Type: Full-time
Pay: $15.00 - $18.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
- Parental leave
- Professional development assistance
Work Location: In person
