Small Animal/Equine Receptionist

Valley View Animal Hospital•Dover, OH

22h

About The Position

SMALL ANIMAL/EQUINE RECEPTIONIST INTRODUCTION The purpose of this position is to serve as receptionist at the Valley View Animal Hospital, to perform record keeping duties, to perform clerical duties related to animal patient care and treatment, and to provide miscellaneous support to the veterinary practice manager and staff. 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 a practical knowledge of the standard procedures, veterinary records and terminology used in the hospital.

Requirements

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, visitors and other staff members.
Considerable tact and diplomacy is required.
Must accurately relay owner’s account on the medical complaint(s) of the animal(s) involved to the staff members who will be involved in treating the patient(s).

Responsibilities

Open the practice and set up for the morning as directed.
Close the practice for the evening as directed.
Clean and straighten the public areas of the practice including the front desk, reception and front lobby.
Welcome clients and patients to the practice and provide for their comfort while they are in the practice.
Answer incoming telephone calls utilizing proper telephone etiquette. Screen those calls that are handled by other staff 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 hospital services, fees, animal care and treatment in accordance with hospital policies. Appropriately direct other questions and communication to a veterinarian, practice manager, or other staff 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, estimates, etc. and obtain all necessary information.
Handle emergency situations by following established clinic policies and procedures in referring clients for immediate treatment of their animals when requests are accompanied by complaints of acute symptoms. Determine nature of injury/illness and attempt to reassure distressed pet owners.
Follow hospital policies regarding patient admittance. Determine whether immunizations/tests are current. Recommend update of necessary immunizations/tests to clients.
Notify doctors of patient arrival. Relay all necessary information to the doctors and technicians.
Discharge patients which includes entering all charges into the computer, 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 items to take home.
Review the services that were rendered to the pet (verbally itemize the client receipt) and inform client of the total amount due. Assure that owners meet all financial obligations or that Care Credit arrangements have been made.
Accept payments from the client. Accurately process cash, checks, charge card payments and credit account payments.
Schedule appointments for the practice 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 and euthanasia certificates in advance, if possible.
Dispense medications including providing routine instructions to owners concerning Rx medications.
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 and vaccination and heartworm history
Retrieve and refile medical records accurately and promptly.
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 Hospital Administrator or Chief Financial Officer.
Performs other duties as assigned.