Veterinary Receptionist

Well Haven Pet Health is dedicated to providing a positive culture, strong mentorship, and growth opportunities in over 40 hospitals.

As the first point of contact, the Receptionist sets a positive and caring tone for each client’s experience. The primary responsibility is converting incoming calls into scheduled appointments, ensuring every interaction is welcoming and productive. The role emphasizes proactive call management, client education, and relationship building to drive repeat visits and loyalty.

Main Accountabilities:

The primary purpose of this role is to fill the client schedule each day, ensuring access to care.

• Greet clients and patients in a friendly manner, making everyone feel welcome.
• Maximize client call conversion by managing incoming phone calls, addressing needs, and scheduling appointments.
• Convert more than 20% of new client incoming calls to scheduled appointments.
• Promote the practice’s Care Companion Plans and services during calls, educating clients on preventive care options.
• Perform weekly proactive reminder phone calls to clients who are due or overdue for services, booking appointments as outlined in the Client Reminder SOP.
• Administer receptionist duties, including patient intake and discharge, and ensure smooth transitions from call to appointment.
• Facilitate client education and utilization of the client‑facing online pharmacy.
• Handle cashier duties: reconcile the cash drawer daily and complete opening and closing processes with precision and efficiency.
• Maintain accurate medical charts for all patients and facilitate a smooth transition from phone calls to in‑person care.
• Work closely with the veterinary team to streamline patient flow and enhance the client’s experience.
• Ensure the reception area remains clean and inviting to support an excellent first impression.

• Convert every client call into a booked appointment, demonstrating professionalism and attentiveness.
• Use strong communication and organizational skills to manage client calls effectively and provide accurate, personalized service.
• Adapt to each client’s unique needs with empathy and responsiveness, increasing satisfaction and long‑term relationships.
• Proactively resolve customer complaints, ensuring each client feels heard and valued.

• Adhere to OSHA standards and regulations as outlined in company policies.
• Learn basic veterinary technical skills, such as animal restraint and lab duties, to enhance client service.
• Take on additional responsibilities as assigned to contribute to overall team success.

• Convert incoming client calls into scheduled appointments using effective communication and problem‑solving skills.
• Multi‑task in a fast‑paced environment while maintaining accuracy.
• Stay calm under high call volumes, ensuring a positive experience for every caller.
• Learn new computer software systems (PIMs, scheduling, etc.) and use them to streamline client interactions.
• Handle dogs, cats, and exotic animals.
• Typing speed of 40+ wpm.
• Basic MS Office and email system proficiency.
• Strong customer‑service focus, adapting to individual clients to encourage appointment booking.
• Excellent phone demeanor with a professional, empathetic tone.
• Effective communication skills for handling a range of client emotions and needs.

• High School Diploma or equivalent.
• 1+ years of customer service experience, preferably front‑desk or call‑center in a fast‑paced environment.
• 1+ years of computer experience (typing, email, other software).
• Veterinary experience a plus, but not required.

• Reception position performed onsite at a hospital or off‑site event location. Remote work is not available.
• Hospital environment includes pet‑related sounds, smells, and space constraints.
• Flexible schedule, including 10+ hour shifts, weekends, evenings, and holidays.
• Ability to lift 25+ pounds and perform physical activities such as standing, walking, and reaching.
• Potential exposure to pets that may bite or scratch and to biological hazards and medications.

Salary Range: $22 - $24

Well Haven is an Equal Opportunity Employer, committed to diversity and inclusion. We comply with all applicable laws prohibiting discrimination and provide reasonable accommodation for qualified employees with disabilities.

Well Haven Pet Health provides wage range information in accordance with applicable pay transparency laws. Third‑party job boards may omit or misrepresent this information. For authoritative wage range information, refer exclusively to our official careers page: