Veterinary Receptionist

Veterinary Receptionist

Customer service oriented receptionist for a busy exotic animal/holistic care practice in Lisle. Candidates should have experience with multi‐line telephones and typical veterinary office client interactions.

This position includes days, evenings and rotational Saturday hours.

• Employee discounts

• Reception area
  • Greet clients and pets by name.
  • Maintain computer workstation in a clean and organized manner.
  • Inform clients of expected waiting time if the doctor(s) are behind schedule and provide timely updates as needed.
  • Maintain appearance and cleanliness of the waiting room and reception area.
  • Report required repairs to the appropriate person.
  • Re-stock products, office supplies, client education materials, brochures, etc.
  • Notify appropriate person of low inventory.
  • Clean windows and doors in waiting area and entry foyer.
  • Maintain water feature, living plants, client magazines and other items in reception area.
  • Maintain water cooler and assortment of teas, hot cocoa and lemonade.
  • Apply point‐of‐sale knowledge to address client questions and promote sales of offered items.
  • Clean and stock client bathroom.
• Phone
  • Receive all incoming calls.
  • Answer phone calls in a timely manner.
  • Minimize hold time and check back regularly if clients are on hold.
  • Screen and direct calls to appropriate doctor or staff member.
  • Assess client and patient needs to optimize time on phone and schedule appointments accordingly.
  • Obtain patient information and assess emergency status before directing to doctor or technician.
  • Check voicemail messages first thing in the morning.
  • Check clinic email throughout the day and respond or forward to appropriate party.
• Schedule appointments
  • Maintain computerized appointment schedule in accordance with hospital policy.
  • Check Demand Force in the morning for requested appointments and contact client to verify date and time.
  • Verify client contact information when making appointments.
  • Contact scheduled next‐day appointments with reminders of time and requirements.
  • Contact scheduled pre‐surgery appointments with reminders of time and required care.
  • Send out annual reminder notices to clients.
• Files and correspondence
  • Pull client charts for daily scheduled appointments; update or create files as needed.
  • After 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, thank‐you, condolence letters and other correspondence for signatures.
  • Copy and mail (or fax) patient records at client request.
  • Use the computer software system to search information accurately and efficiently.
  • 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 per staff schedule or as directed.
  • Assist technicians with cleaning and preparation of exam rooms.
  • Process cremation forms for deceased patients dropped off by clients.
  • Perform office‐related tasks as assigned by supervisor or management.

• Veterinary Receptionist experience preferred.
• Available to work nights and weekends.
• High school diploma or GED.
• Strong interpersonal skills; able to interact with a diverse team.
• Proficiency with Microsoft Office products and client management software; strong computer literacy.
• Excellent organizational skills and ability to manage competing priorities.
• Superior time management, multitasking and ability to prioritize tasks with minimal supervision.
• Resourcefulness and flexibility.
• High level of sound independent judgment, reasoning and discretion.
• Excelle…