Veterinary Teaching Hospital Assistant II - Receptionist

Iowa State University•Ames, IA

About The Position

Are you passionate about animals and providing outstanding customer service? Do you thrive in a fast-paced, team-oriented environment where every day brings new challenges and opportunities to make a difference? If so, we want YOU to join our veterinary hospital team as a Small Animal Veterinary Teaching Hospital Assistant II! Why You’ll Love This Position: Meaningful Work: Help clients navigate their pet’s care journey and play a vital role in their health and happiness. Team Atmosphere: Collaborate with skilled doctors, students, and support staff in a positive and supportive environment. Exciting Responsibilities: Take on important tasks such as client communication, administrative duties, and service coordination to keep every day engaging. Fast-Paced Energy: Stay active and focused in a role that keeps you on your toes with 200+ calls a day and a variety of tasks to accomplish. Join us and be part of a team that makes a real difference in the lives of animals and their families. Apply today to become a Veterinary Teaching Hospital Assistant and start a career you’ll be proud of!

Requirements

Customer service or receptionist experience which totals two years.
Knowledge of medical terminology or animal disease symptoms, or, Post high school education that provides the knowledge and skills to perform the job duties.
Data entry skills.
Ability to communicate by phone and in person with individuals in a variety of situations in a positive and helpful manner.
Ability to maintain confidentiality of medical records.
Ability to multi-task and deal with multiple priorities.
Knowledge of veterinary hospital routines and functions.
Ability to assess emergencies and refer to appropriate hospital staff.
Knowledge of medical terminology.
Knowledge of animal disease symptoms.
Ability to come in contact with animals.
Ability to work in an environment that houses and heals sick animals.
Ability to work in an environment with animal noise, animal odors, animal dander and hair, and animal excrement and blood.
Ability to utilize veterinary client and patient registration system.
Ability to enter data with speed and accuracy.
Ability to provide assistance to veterinary students who are learning office systems and processes.
Ability to work as part of a team.
Ability to retrieve files and pet supplies.
Ability to carry/hold/restrain animals.
Candidates must be legally authorized to work in the U.S. on an on-going basis without sponsorship. Immigration sponsorship is not available for this position.

Nice To Haves

Prior receptionist experience ideally within a large or small animal clinic.
Customer service experience, particularly in high-volume or fast-paced environments.
Experience with payment processing, invoicing and/or bookkeeping.
Familiarity with scheduling systems or client management software.
Associate's degree or coursework in veterinary technology, animal science or related field.

Responsibilities

Welcome clients and update patient information in the hospital database.
Schedule appointments, handle emergencies, and provide detailed instructions for visits.
Explain hospital policies, payment procedures, and consent requirements.
Manage high call volumes, transfer calls to appropriate departments, and address client inquiries.
Collect deposits for inpatient care and explain credit and billing policies.
Manage communications for faculty, students, and staff.
Train and supervise students in office procedures and medical record handling.
Support doctors and students by providing access to client records, contact details, and visit history.
Organize and maintain medical records.
Deliver food, supplies, and lab samples.
Prepare and send out billing statements and other client communications.
Maintain the reception area with necessary forms and supplies.
Sort and distribute mail and assist with database updates.
Schedule appointments using client and patient software to record the appointment.
Determine if it is an emergency situation and which services to schedule.
Relay information and requirements for the appointment to client or referring veterinarian.
Provide special instructions for dermatology, ophthalmology, specialized radiological procedures, surgery, eye certification and proper usage of medication.
Provide information to clients regarding Hospital policy on admitting animals; consent form for treatment; payment procedures, credit policy and billing procedures; types of services available and prices of hospital services.
Receive and register clients.
Collect information from client and establish or update client and patient information using the client and patient software program.
Establish account.
Enter exam fee and medical record fee.
Compile charges on the account according to hospital policy.
Collect deposits from clients for inpatient care.
Enter payments and adjustments to client’s accounts.
Prepare paperwork for patients visit.
Assist veterinarian in pulling medical records or locating patient history.
File client information in permanent files.
Take prescription and food orders and deliver to appropriate veterinarian or pharmacy or customer as appropriate.
Deliver prescribed medication and supplies to clients.

Benefits

Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental
Retirement benefits including defined benefit and defined contribution plans
Generous vacation, holiday and sick time and leave plans
Onsite childcare (Ames, Iowa)
Life insurance and long-term disability
Flexible Spending Accounts
Various voluntary benefits and discounts
Employee Assistance Program
Wellbeing program
Iowa State offers WorkFlex options for some positions. WorkFlex offers flexibility on when, where, and how you do your work.