Veterinary Receptionist

WellHaven Pet Health • Hillsboro, OR

4d • Onsite

About The Position

The Veterinary Receptionist is the first point of contact for clients and helps create a positive, caring experience by turning incoming calls and inquiries into scheduled appointments. The role focuses on filling the client schedule, educating clients about available services and preventive care, and building relationships that encourage repeat visits and client loyalty. Receptionists also support patient intake and discharge, accurate medical records, client-facing online pharmacy use, cashiering, and smooth coordination with the veterinary team. The position is performed onsite at a hospital or offsite event location; remote work is not available. The hospital environment may include pet-related sounds and smells, limited space, and exposure to animals, biological hazards, and medications.

Requirements

• High school diploma or equivalent.
• At least 1 year of customer service experience.
• At least 1 year of experience working with computers, including typing, email, or other software.
• Ability to convert incoming client calls into scheduled appointments using communication, relationship-building, and problem-solving skills.
• Ability to multitask accurately in a fast-paced environment and remain calm during high call volumes.
• Ability to learn and use computer software systems, including practice information management and scheduling systems.
• Experience with or knowledge of handling dogs, cats, and exotic animals.
• Typing speed of at least 40 words per minute.
• Basic knowledge of Microsoft Office products, including Word and Excel, and email systems.
• Strong customer service focus and ability to personalize interactions to encourage appointment booking.
• Professional, empathetic phone demeanor and effective communication with clients experiencing varied emotions and needs.
• Ability to work flexible schedules that may include shifts of 10 or more hours, weekends, evenings, and holidays.
• Ability to lift more than 25 pounds and perform physical activities such as standing, walking, and reaching.

Nice To Haves

• Front desk or call center experience in a fast-paced environment.
• Veterinary experience.

Responsibilities

• Greet clients and patients warmly, whether they call or arrive in person.
• Manage incoming calls, address client needs, and schedule appointments to support access to veterinary care.
• Convert more than 20% of incoming new-client calls into scheduled appointments.
• Promote Care Companion Plans and other services, educating clients about preventive care options.
• Make weekly proactive reminder calls to clients with services coming due or overdue and book appointments in accordance with the Client Reminder SOP.
• Perform patient intake and discharge and support smooth transitions from calls to appointments and in-person care.
• Educate clients about and facilitate use of the client-facing online pharmacy.
• Perform cashier duties, reconcile the cash drawer daily, and complete opening and closing processes.
• Maintain accurate patient medical charts and thorough documentation.
• Coordinate with the veterinary team to streamline patient flow and improve the client experience.
• Keep the reception area clean and inviting.
• Provide attentive, professional, empathetic customer service and adapt to clients' individual needs.
• Proactively resolve client complaints and help maintain client trust and repeat visits.
• Follow OSHA standards and company policies to maintain a safe, compliant workplace.
• Learn basic veterinary technical skills, including animal restraint and laboratory duties.
• Take on other assigned responsibilities that support team success and call-to-appointment conversion.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED