Front Desk Receptionist
Topa Mountain Animal HospitalPay: $18.00 – $23.00 per hourJob Type: Full-time
Work Location: In person – Oak View, CA 93022
Position Overview
Topa Mountain Animal Hospital is seeking a friendly, professional, dependable, and compassionate Front Desk Receptionist to join our veterinary team.
The Front Desk Receptionist is often the first and last point of contact for our clients and plays an essential role in creating a positive experience for both clients and their pets. This position requires excellent communication skills, attention to detail, professionalism, and the ability to remain calm and organized in a busy veterinary hospital environment.
The Front Desk Receptionist will greet clients, answer phones, schedule appointments, assist with patient check-in and check-out, process payments, maintain accurate client and patient records, and communicate with the veterinary team to ensure a smooth patient experience.
At Topa Mountain Animal Hospital, our goal is to provide outstanding customer service by going above and beyond for our clients and patients and creating a lasting impression that they will remember.
Key Responsibilities
Client Service & Communication
- Greet clients and patients warmly and professionally upon arrival.
- Provide exceptional customer service in person, by telephone, and through electronic communication.
- Answer client questions regarding appointments, services, hospital policies, and general patient care.
- Listen carefully to client concerns and respond with compassion, professionalism, and patience.
- Handle sensitive or difficult client interactions calmly and appropriately.
- Escalate complex concerns or complaints to the Hospital Manager or appropriate member of management.
- Maintain a welcoming, professional, and positive atmosphere at the front desk.
Appointment Scheduling
- Schedule appointments for veterinarians and veterinary technicians while maximizing the hospital's schedule and available resources.
- Accurately enter appointment information, client requests, and patient notes into the practice management system.
- Confirm appointments and provide appropriate reminders and follow-up communication.
- Schedule recommended follow-up visits and preventive care appointments.
- Obtain and document required information prior to appointments, including medical records when applicable.
- Communicate scheduling changes, cancellations, and urgent requests appropriately to the veterinary team.
Patient Check-In & Check-Out
- Efficiently process incoming and outgoing patients.
- Obtain and verify client and patient information.
- Assist clients with completing necessary forms and documentation.
- Communicate with the veterinary team regarding patient arrival, special instructions, and client concerns.
- Review discharge instructions and follow-up recommendations with clients as directed by the veterinary team.
- Ensure clients understand billing, medications, follow-up appointments, and other instructions provided by the medical team.
- Assist with basic patient handling when appropriate and when directed by the veterinary team.
Billing & Financial Transactions
- Prepare and process invoices accurately.
- Collect payments and provide receipts.
- Process cash, credit/debit cards, and other approved forms of payment.
- Maintain accuracy when handling financial transactions.
- Explain charges and billing information professionally and refer complex billing concerns to management when necessary.
- Follow all hospital financial policies and procedures.
Records & Administrative Duties
- Accurately enter and maintain client and patient information in the hospital's electronic medical records/practice management system.
- Maintain confidentiality and accuracy of client and patient records.
- Process incoming and outgoing mail, packages, and email.
- Perform filing, scanning, data entry, and other administrative duties as needed.
- Maintain organized and accurate documentation.
- Learn and effectively use hospital software and technology systems.
Team Support
- Work collaboratively with veterinarians, veterinary technicians, veterinary assistants, and other hospital staff.
- Communicate important client and patient information promptly and accurately.
- Assist the veterinary team with front-desk and patient-flow needs during busy periods.
- Maintain a positive, respectful, and professional working relationship with all team members.
- Be willing to assist outside of the front desk when hospital needs require it.
Hospital Cleaning & Maintenance
Maintaining a clean, safe, and professional hospital environment is an important responsibility of every team member.
The Front Desk Receptionist is expected to:
- Maintain the cleanliness and organization of the reception and client areas throughout the day.
- Monitor the client waiting area and ensure it remains clean, orderly, and welcoming.
- Clean and disinfect appropriate surfaces, counters, door handles, and other frequently touched areas in accordance with hospital protocols.
- Maintain cleanliness of the receptionist area, hallways, and client restrooms.
- Assist with cleaning and maintaining outdoor pet areas and parking areas as needed.
- Properly dispose of waste and biohazardous materials in accordance with hospital protocols and applicable OSHA requirements.
- Monitor and restock cleaning supplies and PPE as needed.
- Notify management when additional cleaning, maintenance, or supplies are required.
- Assist other team members with maintaining overall hospital cleanliness when needed.
QualificationsEducation
- High school diploma or equivalent required.
Experience
- Previous veterinary reception, veterinary hospital, medical, healthcare, customer service, or other client-facing experience preferred.
- Veterinary hospital experience is a plus but not required for the right candidate.
Required Skills
- Excellent verbal and written communication skills.
- Strong customer service and interpersonal skills.
- Professional, friendly, and compassionate demeanor.
- Strong organizational skills and attention to detail.
- Ability to remain calm and professional in stressful or fast-paced situations.
- Ability to multitask and prioritize competing responsibilities.
- Strong computer skills and the ability to learn new software systems quickly.
- Ability to accurately enter and maintain information in electronic medical records and practice management systems.
- Dependable, punctual, and accountable.
- Ability to work effectively as part of a team.
- Compassion and respect for animals and their owners.
- Willingness to learn and assist with responsibilities outside of the front desk when hospital needs require it.
Physical Requirements
- Ability to stand and walk for extended periods.
- Ability to lift and carry up to 30 pounds.
- Ability to safely assist with basic animal handling when necessary.
- Ability to bend, reach, stoop, and perform routine cleaning duties.
- Ability to work in an environment where exposure to animals, bodily fluids, cleaning products, and medical waste may occur.
What We Are Looking For
The ideal candidate is someone who:
- Enjoys helping people and providing exceptional customer service.
- Is comfortable working around animals and understands that veterinary medicine can be emotional and fast-paced.
- Takes pride in maintaining a clean, organized, and welcoming environment.
- Is dependable and understands the importance of punctuality and attendance.
- Pays close attention to details and takes accuracy seriously.
- Can confidently communicate with clients while remaining compassionate and professional.
- Is a team player who is willing to jump in and help wherever needed.
- Is comfortable learning new technology and hospital systems.
- Understands that every interaction with a client contributes to the overall reputation and success of the hospital.
Join Our Team
Join Topa Mountain Animal Hospital as a Front Desk Receptionist and become an important part of a team dedicated to providing excellent care to our patients and exceptional service to their owners.
Your work at the front desk helps set the tone for every client's experience. We value employees who are dependable, compassionate, professional, and committed to going above and beyond for our clients, patients, and fellow team members.
Employment Details
Job Types: Full-time, Part-time
Pay: $18.00 – $23.00 per hour
Benefits may include:
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Ability to Commute:Oak View, CA 93022 – Required
Ability to Relocate:Oak View, CA 93022 – Relocation prior to starting employment is required.
Work Location: In person
Pay: $18.00 - $23.00 per hour
Expected hours: 40.0 per week
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
