Job Title: Veterinary Receptionist
Department: Administrative
Position: Part-Time; Non-exempt
Salary Range: $11.00 - $20.00
Job Summary:
The purpose of this position is to serve as a receptionist at PetVet Dx, to perform record-keeping duties, perform clerical duties related to animal patient care and treatment, and to provide miscellaneous support to the health care team. This position requires a practical knowledge of hospital organization and services, the basic rules and regulations governing visitors and animal patient treatment, data entry, word processing, mail service, and practical knowledge of the standard procedures, veterinary records, and terminology used in the veterinary care. The position provides general administrative support to the Executive Team. The position requires a person who is able to handle several projects in parallel and follow through on expectations, with minimal supervision. Individual should be self-motivated, a fast learner, proactive in anticipating needs and thinking beyond the guidelines provided in the role. Ideal candidate is able to work independently and contribute as an effective team member. Accuracy and adherence to deadlines in a fast-paced environment is essential.
Essential Duties:
- Open the office and set up for the morning as directed.
- Close the office for the evening as directed.
- Clean and straighten the public areas of the practice including the front desk, reception area, waiting area, office, and exam rooms.
- Welcome clients and patients to the office with a warm and friendly demeanor and provide for their comfort while they are in the practice. This includes greeting clients, offering coffee, showing them to rooms, etc.
- Answer incoming telephone calls utilizing proper telephone etiquette. Screen those calls that are handled by other healthcare team members and take care of routine calls. Routine calls include those seeking information about veterinary services. Provide knowledgeable sub-professional advice concerning the care and treatment of animals including questions regarding company services, fees, animal care, and treatment in accordance with company policies. Appropriately direct other questions and communication to a veterinarian, practice manager, or other healthcare team members.
- Prepare to receive appointments by retrieving client records and preparing needed forms in advance of clients’ arrival. Complete required forms such as new client form, patient visit form, client report, consent forms, medical care plans (estimates), payment agreements, etc., and obtain all necessary information.
- Handle emergency situations by following established hospital policies and procedures in referring clients for immediate treatment of their animals when requests are accompanied by complaints of acute symptoms. Determine the nature of injury/illness and attempt to reassure distressed pet owners.
- Follow company policies regarding patient admittance. Determine whether immunizations/tests are current. Recommend update of necessary immunizations/tests to clients when applicable.
- Notify doctors or technicians of sample arrival. Relay all necessary information to the doctors and technicians.
- Discharge patients by entering all charges into the computer, and reviewing the discharge instructions and medications. Ensure that future reminders are set up in the computer system for the patient.
- Present clients with medications, instructions, new client kits, and any other take-home items.
- Review the services that were rendered to the pet (verbally itemize the client receipt) and inform the client of the total amount due. Assure that owners meet all financial obligations or that acceptable arrangements have been made according to the hospital’s payment policy.
- Accept payments from the client. Accurately process cash, charge card payments, and credit account payments.
- Schedule appointments for the clinic after obtaining all necessary data concerning the animal and owner. Prepare all required forms such as animal clinical records, health certificates, immunization certificates, lab reports, release forms, and euthanasia certificates in advance, if possible.
- Perform over-the-counter selling of pet foods and supplies. Exercise a technical knowledge of products sold.
- Enter data into the computer system as required. Retrieve and modify stored records. Assist in the updating of client/patient files as needed including name, address, telephone numbers, vaccination records, and heartworm history.
- Perform an end-of-day procedure each evening. This would include reconciling invoices and balancing the cash drawer, running end-of-day computer reports, preparing the bank deposit, and presenting the reports and deposit information to the practice manager or owner.
- Performs other duties as assigned.
- Knowledge of hospital procedures and operating instructions for making appointments, assembling patient medical records, recording test results, relaying information regarding patient’s condition, and compiling and submitting data on patients treated.
- Knowledge of the spelling and meaning of commonly used terminology of veterinary medicine to accurately record results of tests and file veterinary medical reports according to alpha, numeric or subject matter headings.
- Personal contacts are with animal owners affected by a variety of problems. Considerable tact and diplomacy are required. Must be able to accurately relay the owner’s account of the medical complaint(s) of the animal(s) involved to the healthcare team members who will be involved in treating the patient(s).
- Communicates with employees at all levels of the organization to gather or convey information.
- Screens phone calls, email, greets visitors and resolves routine and some complex inquiries.
- Maintains electronic calendars, scheduling meetings and activities, rescheduling as needed.
- Prepares correspondence, memoranda, report, agendas, etc.
- Provides administrative support for day-to-day activities and long-term projects.
- Assist with payroll and human resource functions.
- Coordinates conference calls, videoconferences, and other telecommunication requests; this would require thorough understanding of multiple telecommunication features.
- Daily communication with all levels of the organization. Continuous contact with external parties will be required to handle questions, resolve issues and provide information.
- Handles arrangements for all types and levels of meetings, internal and external.
- Follow up with meeting minutes, notes, action items, scheduling of subsequent meetings are required.
- Make arrangements including scheduling flights, ground transportation, and accommodations.
- Prepares responses to mail of a routine nature for review and signature of appropriate personnel. Devising and submitting documents/memos for review and signature, making copies as needed and handles mailing distribution.
- Maintains existing electronic and hardcopy filing /recordkeeping systems, keeping them current, accurate and assessible to those who may need stored information.
- Handles sensitive information requiring a high degree of discretion and absolutely confidentiality.
- Receive laboratory samples and check them for accuracy.
- Ensure that the labels on the specimens coincide with the information provided associated with the label.
- Check specimens for contamination before preparing them for testing.
- Ensure that all analysis and preparation stages are documented properly.
- Label prepared specimens in accordance to the information provided in the initial file and ensure that specimen bottles are stored with associated information files.
- Manage data entry tasks associated with punching in patient specimen information in the lab database.
- Ensure that each process of analysis and preparation is documented in accordance to the lab’s documentation guidelines.
- Handle hazardous waste management activities in accordance to preset policies, protocols, and regulatory standards.
- Ensure proper storage of specimens in the storage area and prepare specimens for shipping
- Document and report any issues that may have arisen during the preparation process.
- Handle container management in a time-efficient manner.
- Communicate appropriately and inform physicians and health care facilities about the tests provided by the company and test results.
- Records, compiles, and maintains records according to the Quality Management Plan to ensure states and federal regulations are upheld for all reagents, procedures, and equipment used in the testing process.
- Assist in the development, evaluation, and implementation of new procedures and protocols.
- Performs general duties such as ordering supplies, general lab housekeeping, and maintaining safety records.
Physical Demands
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is regularly required to talk and hear. This position requires the ability to occasionally lift office products and supplies, up to 30 pounds, standing and/ or walking continuously. There may me long periods of sitting involved. Infrequent exposure to hazards such as dust, fumes, or extreme temperatures, airborne or bloodborne pathogens, or allergens. Exposure to UV lights while some equipment is in use in the labs. Must have the ability to distinguish colors and perceive relative distances between objects. Online color-blind test is required.
Qualifications
A Bachelor’s Degree (B.A. or BS) or higher. No experience required, 1-2 years’ experience preferred;
Good organizational skills, attention to detail and follow-through skills, computer skills, and advanced typing skills.
Additional Notes:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
May require travel up to and including international. The above description is not exhaustive - the scope of the Executive role can be wide and varied.
This job description has been approved by all levels of management below:
PetVet Dx
1441 Canal Street, Suite 401
New Orleans, LA 70112
P: 318.693.1838 I F: 318.987.8380
Job Types: Part-time, Contract
Pay: $11.00 - $20.00 per hour
Expected hours: 8 – 35 per week
Schedule:
- 8 hour shift
- Day shift
- Evening shift
- Monday to Friday
- Weekends as needed
Education:
Experience:
- Animal care: 1 year (Preferred)
Work Location: In person