Exotic Animal Veterinary Receptionist

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****** Currently looking for a part time receptionist with the likelihood of going full time in early 2024 (Feb/Mar)******

Reception Description

The receptionist's main responsibility is to be accurate and cheerful and to maintain a smooth, well-planned, and orderly flow of clients and patients.

General Accountabilities

Greet clients and pets by name.

Maintain computer and workstation in clean and organized manner.

• Inform clients of expected waiting time if the doctor(s) is(are) behind schedule and provide timely updates as needed.
• Maintain the appearance and cleanliness of the waiting room and reception area.
• Report any required repairs to the appropriate person.
• Re-stock products, office supplies, client education materials, brochures, and so on.
• Notify appropriate person of low inventory.
• Clean windows in waiting area and doors & windows in entry foyer.
• Maintain water feature, living plants, client magazines and other items in reception area.
• Maintain water cooler and provided assortment of teas, hot cocoa and lemonade.
• Working knowledge of point of purchase items and diets offered in order to address client questions and promote sale of said items.
• Clean and stock client bathroom.

Phone

• Receive all incoming calls.
• Answer phone calls in a timely manner.
• Minimize time that clients are kept on hold and check back regularly if having to wait.
• Screen and direct calls to appropriate doctor or staff member.
• Proficiently discern client and patient needs to optimize time taken on phone calls and schedule appointments appropriately to accommodate both the doctor schedule and client needs.
• Obtain pertinent patient information in assessing emergency status prior to approaching doctor or technician about scheduling emergency visit.
• Check voicemail messages first thing in the morning.
• Check clinic email throughout the day and respond or forward to the appropriate party.

Schedule appointments

• Maintain computerized appointment schedule according to hospital policy.
• Check Demand Force in morning for requested appointments and contact client to verify appointment date and time.
• Verify client contact information when making appointments.
• Contact scheduled next day appointments with reminder of time and requirements, for example, stool samples for fecal tests.
• Contact scheduled pre-surgery appointments with reminder of time and required care, for example, withholding food and water.
• Send out annual reminder notices to clients.

Files and correspondence

• Pull client charts for daily scheduled appointments. As clients arrive, update the existing file or collect necessary information to prepare a new file. Verify client contact information when checking into clinic, then update computer and paper record.
• After client 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 letters, thank-you letters, condolences, and other correspondence for the doctor, practice manager, or client care coordinator's signature.
• Copy and mail (or fax) patient records at client request.
• Use the computer software system to accurately and efficiently search for information.
• 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 after each shift.

Other Clinic Responsibilities

• Clean and stock other bathrooms, break area and outside space according to staff schedule or as directed by management or supervisor.

· Assist technicians with cleaning and preparation of exam rooms.

· Process cremation forms for deceased patients being dropped off by clients.

• Perform office related tasks as assigned by supervisor or management.

Job Qualifications

• High school diploma/GED
• Must have strong interpersonal skills and be capable of interacting with a diverse team of people with various backgrounds and interests.
• Demonstrated strong proficiency using Microsoft Office products; client management software, with capable computer literacy.
• Excellent organizational skills and ability to manage competing priorities.
• Superior time management skills, multitasking skills, and the ability to prioritize tasks with minimal supervision
• Resourcefulness and flexibility.
• High level of sound and independent judgment, reasoning, and discretion.
• Excellent verbal and written communications skills and superior telephone manners.

Competencies

• Ability to take initiative and problem solve
• Excellent verbal and written communication skills
• Excellent phone skills
• Excellent organizational and prioritizing skills
• Ability to present oneself as well as the company in a professional manner
• Proficient in the use of a personal computer and corresponding programs, Internet literate
• Attention to detail
• Interpersonal skills and customer service skills required
• Extensive Knowledge of Adobe Acrobat, MS Word, Excel, MS Outlook.
• Knowledge of AviMark Veterinary software is preferred

Physical Demands

While performing the duties of this job, the employee is regularly required to stand; walk and talk or hear. The employee is frequently required to handle, or feel and reach with hands and arms. The employee is occasionally required to sit; climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 30 pounds

Job Types: Full-time, Part-time

Pay: From $14.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 10 hour shift
• 12 hour shift
• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday
• Weekends as needed

Work setting:

• In-person

Ability to commute/relocate:

• Lisle, IL 60532: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Veterinary field: 1 year (Preferred)
• Customer service: 1 year (Preferred)
• Veterinary Reception: 1 year (Preferred)

Shift availability:

• Day Shift (Preferred)
• Night Shift (Preferred)

Work Location: In person