Receptionist Job Description Job Title - Receptionist Summary The ...

Job Title - Receptionist
Summary
Receptionist Job Description
The primary job is to exceed our client's expectations for outstanding service while creating
a warm and caring environment. Receptionists are key players who are responsible for
creating a good first and last impression of our clinic to all clients or potential clients.
The receptionist performs a variety of client services and administrative duties to ensure
that clients receive top-quality service. Responsibilities include increasing organizational
efficiency in reception-area activities to ensure that the clinic runs smoothly. Exceptional
data entry and computer skills are required.
Qualifications
This position requires strong communications skills, the ability to take initiative in fastpaced
situations, and flexibility to take on a variety of tasks and assignments.
Employees must be able to read, write legibly, and communicate clearly in English
both in person and on the telephone.
Basic computer literacy including the ability to type on computer keyboard, use a
computer mouse, and view information on a computer screen is required. Experience
with Microsoft Windows, Word, Excel, and/or Open Office is helpful.
Cashier, client services, and related front office work experience is helpful.
Basic Job Duties
Processing In Clients and Patients: Greet clients. Create files for new clients.
Prepare all required forms such as patient medical history records, health certificates,
admission or boarding forms, euthanasia authorization, etc.
Processing Out Clients and Patients: Accurately receipt clients through the
computer. Accurately fill prescriptions as directed by veterinarian. Collect payment
from clients.
Medical Records Maintenance: Maintain medical records in all areas of the clinic
accurately and neatly.
Telephones/Communications: Answer a multi-line telephone system. Respond
to inquiries or direct calls to appropriate personnel. Provide sub-professional
information regarding general husbandry of patients and clinic protocol. Schedule
appointments for office visits, surgeries, boarding, grooming, etc.
Perform other duties as assigned.
Hours
Regularly scheduled 32-34 hours a week is considered full time employment. Some
evening and Saturday hours will be included. There may be times when Sunday or
holiday hours will be required.

Job Detail
Client Services
Greet clients and visitors to the clinic.
Answer multi-line telephones and provide prompt, courteous customer service.
Provide sub-professional advice concerning the care and treatment of animals
including questions regarding clinic services, fees, animal care and treatment in
accordance with clinic policies. Appropriately direct other questions and
communication to a veterinarian or other healthcare team members.
Record all conversations with clients in the medical records.
Maintain the appointment scheduler for surgery, out patient, and boarding cats.
Keep appointments running on time by letting doctors and other staff members know
of any changes to the schedule.
Know common drugs and protocols and be able to explain them to clients.
Refill/dispense medications.
Learn all clinic policies and recommendations and share them with clients through
education.
Be able to answer clients' questions about vaccinations, surgical procedures, wellness
care, common problems such as flea control, and laboratory tests.
Provide advice for over the counter products.
Accurately prepare estimates and invoices for clients. Be able to explain the different
services and products.
Follow clinic policies regarding patient admittance. Determine whether
immunizations/tests are current. Recommend update of necessary
immunizations/tests to clients when applicable.
Collect payment for services by processing cash, checks, and credit card payments.
Know how to apply a down payment to client's account.
Understand and enforce the clinic's payment policy.
Communicate necessary follow-up and home care instructions.
Client communication- give patient updates, discharge instructions, and provide
followup for certain clinic patients.
Be familiar with the clinic's website and Facebook. Direct clients there for
information and to download forms.
Record Keeping and Office Management Duties
Open the clinic in the morning making sure everything is ready for clients.
◦ Turn on computers
◦ Unlock drawers.
◦ Count/reconcile cash box.
◦ Make sure credit cards were successfully batched overnight.
◦ Turn on Furminator video.
◦ Make coffee.
◦ Unlock door, switch sign, take curtain off door, open blinds, turn on lights at
8:00 a.m.
◦ Turn off answer machine at 9:00 a.m.

Maintain accurate, thorough medical records, and logbooks.
Maintain all filing systems in an orderly fashion, this includes patient records,
inactive and deceased patients, health, and Rabies certificates. Make sure all records
are complete, up to date, and in good physical condition before filing them.
Become familiar with all the places in the clinic where a medical record may be stored
in order to retrieve it when needed.
Maintain and purge records.
Maintain a clean and orderly reception desk and retail area. Clean and restock front
area as needed. Keep reading and educational materials current and orderly. Replace
outdated or damaged materials.
Mail correspondence as directed such as client letters or sympathy cards.
Write or update client handouts as directed by the doctors. Restock copies of often
used handouts on a regular bases.
Maintain Health and Rabies certificate in files, including preparing them to be sent to
the appropriate government agencies.
Know how to set up new documents in Cornerstone using bookmarks and
transferring documents from another word processing program. Be familiar with mail
merge.
Know how to find and print any handout, manuals, etc. from the computer.
Have a working knowledge of the different computer programs used in the clinic.
Learn how to use and maintain all office equipment. This includes making sure
printers/faxes have paper loaded and useable ink or toner.
Copy and mail or fax patient records when requested.
Assist the veterinary assistants, technicians, and veterinarians as necessary with
everyday clinic duties.
Assist with inventory control by noting any supplies that are getting low and listing
on the need to order list.
End of day duties involve:
◦ Lock doors (make sure front door is securely closed), switch sign, hang door
curtain, close blinds, turn on answer machine.
◦ Reconcile cash, checks, credit card receipts to End of Day Report and credit card
report. Know how to look for and correct any mistakes that may cause it not to
balance.
◦ Prepare bank deposit.
◦ Reconcile cash box making sure the balance is $50.
◦ Process end of day in Cornerstone printing all reports.
◦ Continue on to process end of month and year as required.
◦ Make computer back up and take home the disk.
◦ Put cash box in cabinet and lock it, lock all drawers, and put away keys.
◦ Empty coffee pot.
◦ Refill paper in printers, fax machine.
◦ Make sure next day reminder calls were made and all files are set up including any
boarders who may come in.
Perform any other duties as required.