Veterinary Receptionist

Wellhaven Pet Health • Longmont, CO

23h • Onsite

About The Position

WellHaven Pet Health is built on a foundation of "Well People, Well Pets, Well Practice, and Well Community" it's the heart of everything we do. With over 40 hospitals and growing, we are committed to supporting our teams with a positive culture, strong mentorship, and opportunities for growth. Our collaborative, team-centered approach ensures that both pets and people receive the care and support they deserve. Join us in shaping the future of veterinary medicine - Come Grow with Us! As the first point of contact, the Receptionist plays a crucial role in setting a positive and caring tone for each client�s experience. The primary responsibility of this position is to convert incoming calls into scheduled appointments, ensuring that every interaction is positive and welcoming and results in client engagement. This role requires a proactive approach to managing calls, educating clients, and fostering relationships encouraging repeat visits and client loyalty. Receptionists play a key role in driving our veterinary business forward by saying "YES" to pets and booking client appointments.

Requirements

• Demonstrated ability to convert incoming clients calls into scheduled appointments, utilizing effective communication, relationship-building, and problem-solving skills.
• Demonstrated ability to multi-task in a fast-paced environment while maintaining accuracy, especially during busy call periods.
• Demonstrated ability to remain calm and focused while addressing high call volumes and ensuring a positive experience for every caller.
• Demonstrated ability to learn new computer software systems (PIMs, scheduling, etc.) and use them to streamline client calls and appointments.
• Demonstrated experience with/knowledge of handling dogs, cats, and exotic animals.
• Typing 40+ wpm (keyboard).
• Basic MS Office products (Word, Excel) and email systems.
• Able to demonstrate a strong customer service focus with the ability to adapt to individual clients, creating a personalized experience that encourages appointment booking.
• Able to demonstrate excellent phone demeanor, displaying a professional, empathetic tone while converting calls into scheduled visits.
• Able to demonstrate effective communication skills to handle various client emotions and needs, ensuring each call is both productive and client-centered.
• High School Diploma or equivalent.
• 1+ years of customer service experience, with a preference for front desk or call center experience in a fast-paced environment.
• 1+ years of experience working with computers (typing, email, other software).

Nice To Haves

• Veterinary experience a plus, but not required.

Responsibilities

• Fill the client schedule each day to provide access to care.
• Greet clients and patients positively and in a friendly manner.
• Maximize client call conversion by effectively managing incoming phone calls, addressing client needs, and scheduling appointments.
• Convert > 20% of New Client incoming calls to scheduled appointments.
• Promote the practice�s Care Companion Plans and services during calls.
• Perform weekly proactive reminder phone calls to clients that are coming due or overdue for services to book appointments.
• Administer essential receptionist duties, including patient intake and discharge.
• Facilitate client education and utilization of client-facing online pharmacy.
• Handle cashier duties, including reconciling the cash drawer daily and completing opening and closing processes.
• Maintain accurate medical charts for all patients and ensure thorough documentation.
• Work closely with the veterinary team to streamline patient flow and enhance the client�s experience.
• Ensure the reception area remains clean and inviting.
• Provide exceptional service by converting every client call into a booked appointment.
• Exhibit strong communication and organizational skills to manage client calls effectively.
• Adapt to each client�s unique needs, ensuring calls are handled with empathy and responsiveness.
• Proactively resolve customer complaints.
• Adhere to OSHA standards and regulations.
• Learn basic veterinary technical skills, such as animal restraint and lab duties.
• Take on other responsibilities as assigned to contribute to overall team success and improve call-to-conversion efficiency.

Benefits

• Positive culture
• Strong mentorship
• Opportunities for growth

What This Job Offers

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