Veterinary Receptionist

Jan 12 2023
Oahu Veterinary Clinic |Honolulu|Full Time, $13.00 - $20.00 / hour
Job Description

TITLE: VETERINARY RECEPTIONIST/FRONT OF HOUSE (FOH) & FLOAT

Reports to: Front Office Manager or Hospital Manager

Primary Purpose: To perform record keeping duties, carries out sales and customer service activities, and to perform clerical duties related to animal patient care and treatment.

Essential Duties and Responsibilities Overview:

  • Phone Competencies: Answering and managing multiple phone calls in an efficient manner, voicemail retrieval, management of holds/transfers/conference calls, confirmation calls for next- day appointments and following week’s procedures
  • Clerical Competencies: printing, preparation, and organizing of examination sheets for upcoming appointments, preparation of health certificates on APHIS 7001 form and GVL website, printing and sorting of various forms and worksheets
  • Computer Competencies: Familiarity with any veterinary software program (PIMS), general knowledge and familiarity of Windows and PC systems, Windows Office (Word, Excel,

Powerpoint, etc.) and Google Workspace (Google Sheets, Google Drive, Google Teams, etc)

  • Management and sorting of incoming clinic email (Gmail) including, but not limited to: client inquiries, laboratory results (Antech/VARL/KSU), veterinary records, veterinary reports, medication/retail refill requests, and purchase requests
  • Management of outgoing mail from veterinarians including, but not limited to: confirming call backs for laboratory results, account maintenance (update client/patient info, reminders, recalls, and alerts), and filing of client charts
  • Cash and check handling, credit card processing (including Care Credit) and end-of-day duties

(daily payments, backup, drawer counting, credit card scanning)

  • Greets and directs customers to appropriate service (appointment or retail)
  • Receives, investigates, and resolves complaints from customers related to product or service quality. Maintains record of complaints or other comments in EMR.
  • Faxing, scanning, copying, and printing of patient records, prescription requests, credit card, and other miscellaneous transactions
  • Receives deliveries, handles client special orders in order book, and stocks appropriate department
  • Replenishes forms and office supplies

Other Duties:

  • Maintains clean, safe and organized reception area
  • Restocking front office retail merchandise

Mental, Physical and Communication Demands: Frequent sitting, standing, and walking; stocking duties requires lifting up to 50 lb.; customer service duties require relating to people in a friendly and professional manner. Requires working to established procedures, maintaining reliable work attendance, may require working under minimal supervision. Requires verbal communication skills and following oral and written instructions.

Work Environment: Indoors, air-conditioned reception area.

Equipment Use: Computer (PC) with integrated Vetech Advantage/eVet software, POS system
(Gravity/Clover), MS Office (Word, Excel), Google Workspace (G Drive, G Sheets, G Teams, etc) and standard office equipment

Work Hours: Monday – Friday 7:00 a.m – 6:00 p.m., Saturday 7:30 a.m. – 5:00 p.m., Sunday
9:00 a.m. – 4:00 p.m.

  • Moderate noise – dogs barking, phone calls, crowd noise
  • Some danger from animal bites/scratches
  • Some exposure to infectious diseases and toxic or caustic chemicals and fumes.

Minimum Qualification Requirements:

  • Education: High school diploma or GED needed
  • Language Skills: Ability to read and write instructions, short correspondence and memos.

Proper phone etiquette. Ability to effectively present information in one-to-one and small group situations to customers, clients, students, and other employees of the organizations.

  • Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, rations, and percentages and to draw and interpret charts. Ability to convert units of measurement, particularly for prescription medications.
  • Reasoning Ability: Ability to carry out clear, concise written and oral instructions. Ability to deal with problem solving situations.
  • Other Skills and Abilities: Experience and comfort with computers, especially Windows based software.

Job Types: Full-time

Salary: $27,000.00 - $41,600.00 per hour

Benefits:

 

  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

 

Schedule:

 

  • 10 hour shift
  • 8 hour shift

 

Experience:

 

  • Veterinary experience: 1 year (Required)
  • Customer service: 2 years (Required)