The Veterinary Tech Assistant/Receptionist will be responsible for cross-training to assist the veterinarians and techs as needed in addition to assisting the Client Relations Specialist (CRS) with front desk operations. The Veterinary Tech Assistant/Receptionist has the responsibility of working with the CRS, technicians, and doctors to maintain a smooth and efficient flowing schedule, being sure to communicate any client concerns or potential conflicts that arise through the course of the day. The Veterinary Tech Assistant/Receptionist must be able to accept responsibility, listen to staff and clients objectively, communicate well, and be organized. This person must maintain a calm, positive, and impartial demeanor with clients, doctors, employees, and vendors, setting a tone for professional relationships and an outstanding public image. This candidate must also remain very personable ensuring that every client and patient is greeted with enthusiasm making them feel welcome and comfortable. The appropriate candidate will be able to train to Assist Techs and doctors as well as maintain the reception area independently when needed.
Essential Duties and Responsibilities include the following; other duties may be assigned:
- Refrain from negative, talk, gestures, and implied attitudes that reflect poorly on the hospital
- Is often the first staff member to arrive every day and is responsible for opening the hospital
- Cares for in kennel patients as needed upon opening in the absence of a kennel technician
- Greets clients and patients that come into the hospital; offers amenities
- Services clients coming in to purchase or order supplies
- Checks in, incoming appointments ensuring that charts are prepped and labeled appropriately; verifies the basic reason for the visit
- Verifies that client’s contact info is up to date for every client that comes in
- Pulls and preps charts for the next day’s appointments; reviews appointment notes and chart history; checks for vaccines; makes notations for the next day as necessary
- Copies records and establishes an account in Avimark for new clients; assist them with downloading and setting up Vitus Vet
- Files charts that have been audited
- Receives and files incoming faxes as appropriate
- Keeps brochures stocked
- Monitors appointment confirmations and calls clients who have not confirmed through the automated system
- Checks the Vitus Vet Dashboard for appointment or medication requests and processes appropriately
- Monitors emails and responds accordingly or delegates as necessary to Practice Manager or Practice Owner for review
- Assists with invoicing for exams as needed
- Assists with filling and preparing medication as needed
- Helps to keep rooms clean in between appointments
- Ability to obtain accurate weight, patient history, and load pet into exam room if techs are running behind
- Assists with prepping lab samples as needed
- Assists technicians and doctors with patient restraint when needed
- Assists as needed to keep the schedule running smoothly and efficiently
- Processes all invoice transactions and receives payments for services rendered
- Must have good money handling skills
- Performs settlement at the end of the day; ensures all monetary items are balanced; searches for and resolves any discrepancies; reports unresolved discrepancies to the Practice Manager or Owner for review
- Answers phones
- Checks and respond to voicemails
- Schedules appointments correctly through the digital appointment calendar while adhering to scheduling guidelines
- Provides basic client and patient education over the phone; has the ability to answer basic questions or take messages as appropriate and ensures follow-up later
- Ability to triage over the phone and make appropriate recommendations to the client with doctor or technician oversight; ability to ask appropriate questions to gather necessary information for doctor or technician to advise
- Ensures reminders, new client mailings, and sympathy cards sent in a timely manner
- Maintains the office equipment, computers, printers, and files
- Ensures proper maintenance of the physical facility and all equipment; updates Hospital Owner and/or Practice Manager of any repair needs throughout the facility and offers resolution options
- Keeps front desk and lobby clean, tidy, and stocked
- Assists with inventory management as needed: helps to audit and track supply usage and special requests
- Ensures that food and retail items are stocked, and orderly; reports any shortages or discrepancies to the Practice Manager after first attempting to identify the reason
- Assists with unpacking and stocking of all supplies
- Assists with maintaining proper housekeeping for Hospital Facility and patients
- Assists in maintaining compliance with hospital manual, policies, and procedures
- Attends all meetings as assigned
- Assists with kennel shifts and weekend kennel care as needed
- Performs all other tasks as assigned
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: High school Diploma or equivalent. Preferred, experience in a veterinary facility.
Computer Skills: Must be experienced with basic computer and printer tasks and operations. Experience with various veterinary software helpful. Contact computer support and maintenance as needed.
Office Equipment Skills: Must be proficient in the use and basic troubleshooting of standard office machines, fax, copier, credit card terminal, printers, and multi-line phone system.
Communication: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of clients or employees of the hospital.
Mathematical Skills: Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to reconcile the cash drawer to software reports. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to use initiative to effectively deal with variable situations in the reception area; employees, clients, vendors. Ability to examine situations in a neutral manner to determine the best course of action for the whole, not just an individual.
Other Skills and Abilities:
- Knowledge of clinic procedures for receiving, treating and scheduling patients, ordering medical supplies and requesting laboratory tests.
- Knowledge of the use, care, and storage of veterinary instruments and materials and equipment.
- Knowledge of sterilization techniques for various instruments and materials.
- Knowledge of the instruments, materials and standardized procedures used in the full variety of treatments to make preparations and provide “table side” assistance.
- Knowledge of basic types and uses for routine medications diets and shampoos.
- Accountability – Ability to accept responsibility and account for his/her actions.
- Accuracy – Ability to perform work accurately and thoroughly.
- Autonomy – Ability to work independently with minimal supervision.
- Communication, Oral – Ability to communicate effectively with others using the spoken word.
- Communication, Written – Ability to communicate in writing clearly and concisely.
- Detail Oriented – Ability to pay attention to the minute details of a project or task.
- Empathetic – Ability to appreciate and be sensitive to the feelings of others.
- Energetic – Ability to work at a sustained pace and produce quality work.
- Ethical – Ability to demonstrate conduct conforming to a set of values and accepted standards.
- Friendly – Ability to exhibit a cheerful demeanor toward others.
- Honesty / Integrity – Ability to be truthful and be seen as credible in the workplace.
- Organized – Possessing the trait of being organized or following a systematic method of performing a task.
- Patience – Ability to act calmly under stress and strain, and of not being hasty or impetuous.
- Problem Solving – Ability to find a solution for or to deal proactively with work-related problems.
- Reliability – The trait of being dependable and trustworthy. Relates directly to attendance and punctuality.
- Responsibility – Ability to be held accountable or answerable for one’s conduct.
- Self-Motivated – Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative.
- Tactful – Ability to show consideration for and maintain good relations with others. Keeping area neat and cleaning up to maintain a neat workplace.
- Ability to understand and use a Windows based computer system and network.
- Ability to multi-task, prioritize, follow directions and learn new material in a highly physical environment.
Physical Demands 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust to focus.
The job requires regularly lifting items up to 50 lbs, ability to travel up and down steps while carrying objects, ability to crouch or kneel for extended periods of time.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions. The noise level in the work environment is usually loud.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.,
Job Types: Full-time, Part-time
Salary: $10.50 to $13.00 /hour
- Veterinary Receptionist: 1 year (Preferred)
- customer service: 1 year (Preferred)
- High school or equivalent (Required)
- Columbia, MD 21044 (Required)
- Driver’s License (Preferred)
- Morning (Preferred)
- Mid-Day (Preferred)
- Evening (Preferred)
- Monday (Preferred)
- Tuesday (Preferred)
- Wednesday (Preferred)
- Thursday (Preferred)
- Friday (Preferred)
- Saturday (Preferred)
- Sunday (Preferred)
- Store Discounts
- Other forms
- Greeting visitors
- Stocking supplies
- Answering and routing phone calls
- Running errands
This Job Is:
- A job for which military experienced candidates are encouraged to apply
- A “Fair Chance” job (you or the employer follow Fair Chance hiring practices when performing background checks – learn more at https://start.indeed.com/fair-chance)
- A good job for someone just entering the workforce or returning to the workforce with limited experience and education
- Open to applicants who do not have a college diploma
- A job for which all ages, including older job seekers, are encouraged to apply
- Monday to Friday
- Day shift
- Night shift
- 8 hour shift
- 10 hour shift
- 12 hour shift