Veterinary Receptionist

Veterinary Receptionist 

Green Hills Veterinary Clinic Job Description Role:

Customer Service Representative – CSR

Reporting to: Practice Manager

Summary:

Overview: The Receptionist is responsible for the front desk operations of the veterinary clinic, providing exceptional customer service to clients, and supporting the overall administrative functions of the practice. This role involves handling appointment scheduling, client communication, and administrative tasks to ensure smooth and efficient operation.

Essential Responsibilities:

• Greet clients and their pets in a warm and professional manner, creating a positive first impression of the clinic. Manage the check-in and check-out process for clients, including processing payments and handling financial transactions.
• Must be able to operate computer, phone system, fax machine, scanner, photocopier, and credit card machine
• Be present and punctual when scheduled.
• Answer incoming phone calls and respond to emails, providing information about services, answering questions, and directing inquiries to appropriate staff members.
• Schedule and confirm appointments, ensuring optimal use of the clinic’s time and resources.
• Manage the check-in and check-out process for clients, including processing payments and handling financial transactions.
• Maintain accurate and up-to-date client and patient records, including medical histories, treatment plans, and contact information.
• Have a basic understanding of vaccine schedule. Be familiar with Core and non-core vaccines. Be familiar with HW/Fl/Tick preventions carried "in-house" along with any precautions.
• Perform data entry tasks including updating patient records, processing insurance claims, and managing appointment schedules.
• Address and resolve client concerns, complaints, and inquiries with professionalism and empathy.
• Provides information and education to clients about their pets’ health, clinic policies, and available services.
• Ensure a high level of client satisfaction by delivering prompt, courteous, and effective service.
• Assist with the preparation of patient files and documentation for appointments and procedures.
• Coordinate with veterinary staff to ensure smooth patient flow and effective communication between the front desk and clinical teams.
• Adhere to clinic protocols and procedures, including infection control and sanitation practices.
• Ensure the reception area is clean, organized, and welcoming for clients and their pets.
• Work collaboratively with other receptionists, veterinary staff, and management to support clinic operations and improve efficiency.
• Participate in staff meetings and contribute to the development and implementation of best practices and procedures.
• Ensures compliance with applicable company, state, and federal laws, statutes, and regulations, as appropriate.
• Performs other related duties as assigned.
• Maintain a professional appearance.  (clean uniforms and name tags, skin and undergarments covered)

Qualifications:

• High school diploma or equivalent preferred; additional education or certification in office administration or veterinary technology is a plus.
• Previous experience in a receptionist or customer service role in a veterinary or medical setting is preferred.
• Basic knowledge of veterinary procedures and terminology is preferred but not mandatory.
• Experience with practice management systems (e.g., AviMark) is preferred but not mandatory.
• Strong communication, organization, and time management skills with the ability to multitask and prioritize in a fast-paced environment.
• Compassionate, client-focused approach to care with the ability to remain calm under pressure and work both independently and collaboratively.
• Reliable, punctual, and dedicated to maintaining high standards of care, cleanliness, and overall facility upkeep.
• Team-oriented with a strong work ethic and a proactive, collaborative attitude.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to lift up to 25 lbs. individually and over 50 lbs. with a team lift. Must be able to squat, bend, sit, and stand when needed and possibly for long periods of time.

Notes:

• Reasonable accommodation may be made to perform the essential functions.
• This job description describes the ideal candidate for this position and in no way implies any limits to a person’s desire to apply. To meet the needs of the company, employees may be assigned other duties, in addition to or in lieu of those described above.
• Any duties are subject to change at any time.
• This document does not create an employment contract, implied or otherwise, other than
• an “at-will” relationship.

Please note that only licensed veterinarians (DVMs) and credentialed professionals are authorized to provide medical or behavioral advice. Non-DVM and non-licensed employees are encouraged to refer all medical and behavioral inquiries to qualified staff to ensure accurate, professional guidance for the well-being of our clients and their pets. This policy helps us maintain the highest standards of care and professionalism in our services.

EOE: Veterinary Practice Partners is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.