Position Summary
The Veterinary Receptionist serves as the first point of contact for clients and patients and plays a critical role in creating a welcoming, organized, and efficient hospital experience. This position supports hospital operations by coordinating appointments, managing client communications, maintaining medical record accuracy, and assisting the medical team with administrative needs.
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Key Responsibilities
Client Service & Communication
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Greet clients and patients warmly and professionally
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Answer multi-line phone systems and respond to client inquiries
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Schedule appointments efficiently based on hospital protocols
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Provide clear information regarding services, estimates, and policies
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Manage check-in and check-out processes
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Support client education and reinforce discharge instructions
Scheduling & Workflow Support
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Maintain appointment flow to support doctor and technician efficiency
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Triage appointment urgency appropriately
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Confirm appointments and manage reminders
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Coordinate drop-offs, surgeries, and urgent visits
Medical Records & Documentation
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Maintain accurate client and patient records
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Enter and update patient information in practice management software
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Process consent forms and treatment plans
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Scan and file medical documents appropriately
Financial Responsibilities
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Generate invoices and collect payments
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Discuss estimates and payment expectations respectfully and clearly
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Process refunds, deposits, and financing applications if applicable
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Balance daily transactions as assigned
Team Support
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Communicate effectively with doctors, technicians, and assistants
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Assist with client flow during busy periods
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Support hospital cleanliness in reception and lobby areas
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Participate in team meetings and training
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Qualifications
Required
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High school diploma or equivalent
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Customer service experience (1+ year preferred)
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Strong communication and organizational skills
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Comfort working in a fast-paced environment
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Basic computer proficiency
Preferred
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Veterinary or medical office experience
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Experience with veterinary practice software (e.g., Avimark, Cornerstone, eVetPractice)
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Knowledge of common veterinary terminology
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Experience handling emotional or urgent client situations compassionately
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Skills & Attributes
Successful candidates typically demonstrate:
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Compassion for people and animals
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Strong multitasking ability
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Attention to detail
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Reliability and professionalism
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Confidence handling sensitive conversations
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Team-oriented mindset
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Physical Requirements
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Ability to sit, stand, and walk for extended periods
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Occasional lifting up to 25 lbs
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Comfort working around animals of varying sizes and temperaments
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Work Environment
This position operates in a veterinary hospital environment that may include:
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Exposure to animals
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Moderate noise levels
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Occasional stressful or emotional situations
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Fast-paced workflow with shifting priorities
