Veterinary Receptionist

Mountain Humane (in Hailey, Idaho) is on a mission to enrich the quality of life in our community by saving animals and changing lives. We do this through innovative programs that inspire and have impact beyond southern Idaho. The first “no-kill” shelter in the state of Idaho (in 1999), annually we help more than 7,500 animals and touch the lives of more than 5,000 people through our programs.

We are proud to be a model for other animal welfare organizations and to be at the forefront of best-practices in non-profit management.

JOB SUMMARY:

The Veterinary Receptionist serves as the first point of contact for clients and patients, creating a welcoming and professional experience while supporting the daily operations of the veterinary hospital. This position requires excellent customer service, strong organizational skills, and the ability to multitask in a fast-paced environment.

Classification:
Full-time, Non-exempt

Reports to:

Clinic Manager

Collaborates with:
Veterinary Team

Location:

101 Croy Creek Road, Hailey, Idaho 83333

QUALIFICATIONS:

Required Qualifications

• High school diploma or equivalent.
• Minimum one (1) year of customer service experience.
• Strong verbal and written communication skills.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Basic computer proficiency, including Microsoft Office, email, and electronic recordkeeping systems.
• Ability to handle sensitive situations with professionalism, empathy, and discretion.
• Ability to work effectively both independently and as part of a team.
• Demonstrated ability to provide compassionate customer service to clients from diverse socioeconomic backgrounds while maintaining professionalism and respect.
• Ability to safely interact with dogs, cats, and other companion animals of varying sizes, temperaments, and medical conditions.
• Commitment to Mountain Humane's mission, values, and commitment to animal welfare.

Preferred Qualifications

• Previous experience working in a veterinary clinic, animal shelter, medical office, or customer service environment.
• Experience using IDEXX NEO or another veterinary practice management software.
• Knowledge of basic veterinary terminology.
• Experience handling cash, credit card transactions, and balancing daily receipts.
• Bilingual skills (English/Spanish) preferred.
• Fear Free Certification or willingness to obtain certification upon hire.

POSITION DUTIES

Client Service

• Greet clients and patients in a professional manner.
• Answer incoming phone calls and respond to inquiries regarding services, appointments, and patient care.
• Schedule, confirm, and manage appointments efficiently.
• Provide accurate information regarding cost of services and financial support programs.
• Handle client concerns and escalate issues appropriately when needed.
• Explain clinic services, financial assistance programs, and organizational policies to clients.
• Obtain and verify client and patient information.
• Maintain confidentiality of client, patient, and organizational information.

Administrative Duties

• Create and maintain accurate patient medical records.
• Process client check-ins and check-outs.
• Collect payments and accurately balance cash drawers and transactions.
• Prepare estimates, invoices, and receipts.
• Manage phone and email communications
• Scan, file, and organize medical records and documents.
• Maintain appointment schedules to maximize provider efficiency and client service.
• Verify the accuracy of treatment estimates, invoices, and payment transactions.
• Manage incoming and outgoing mail, correspondence, and client records.
• Maintain accurate cash handling practices and safeguard organizational funds.

Patient and Hospital Support

• Assist with patient flow and communication between clients and medical staff.
• Coordinate prescription refill requests and client notifications.
• Monitor and maintain reception area cleanliness and organization.
• Assist with cleanliness of rooms.
• Assist veterinary assistants, technicians, and veterinarians with non-medical patient handling and client communication as appropriate.
• Restock reception, exam rooms, and common areas as needed.
• Support clinic workflow by facilitating communication between clients and medical staff.

GENERAL…