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Posted : Sunday, October 01, 2023 04:48 AM
*Job Description: Receptionist*
*Position Summary*
A receptionist focuses on client service and communication.
They are the first and last contact with the hospital and key to creating first and lasting impressions.
The receptionist must have exceptional client service and communication skills, computer literacy, handle payments, ability to multi-task, friendly attitude and confidence to deal with stressful situations.
Receptionists support veterinarians, technicians, veterinary assistants, and kennel staff in daily patient and client care.
They communicate with clients in person, by phone and e-mail.
Reports to: Office Manager, Practice Manager or Hospital Administrator *Job Responsibilities* *Client Relations Duties, 80%:* * Greet clients and pets by name * Answer phones promptly and professionally using a multi-line phone system * Screen and route calls to appropriate staff * Provide phone shoppers with descriptions of services first, price last * Receive and transmit faxes * Take and deliver messages promptly to appropriate staff, pulling medical records of patients so staff can properly document information * Note in medical records the details discussed during client conversations including the date, time, key points of the discussion and any action required * Ensure the reception area and exam rooms have current reading materials (within two months of publication date), activities for children (coloring books, Crayons) and are clean and odor free * Check medical and computer records for accurate client addresses, phone numbers and e-mails * Weigh pets each visit and record weights in medical records and on computer * Schedule appointments and surgeries according to hospital scheduling guidelines * Make surgery and appointment confirmations calls * Answer clients’ questions about veterinary services and products and provide knowledgeable advice about wellness, prevention and diseases * Fill prescriptions and provide routine administration instructions to clients * Echo doctors’ recommendations when checking out clients * Address clients as Mr.
, Mrs.
or Miss * Always refer to the veterinarian as doctor.
Do not use the doctor’s first name in the presence of clients.
* Prepare consent forms, estimates/treatment plans and be able to discuss the hospital’s financial policies with clients * Prepare health certificates, proof of vaccination, lab reports and euthanasia certificates * Sell retail items and pet food * Advise clients on proper nutrition, flea/tick/heartworm preventatives, pre-anesthetic testing, pain management, shampoos, home dental products and other retail items * Maintain a clean, neat reception area and front desk * Foster collaborative relationships with other team members and departments *Financial Duties, 10%:* * Enter accurate charges * Explain invoices are to be paid at the time of service.
* Collect payment when services are rendered, including making change for cash payments, processing credit cards and getting proper ID for checks.
* Print or record the end of day financial balances, ensuring they are accurate * Know fees for routine services * Balance cash drawer at end of day/shift *Administrative Duties, 7%:* * Update reminders * Backup computer records according to practice’s operating procedures * Maintain adequate supply of client education materials in the reception area (i.
e.
brochures, handouts, business cards, etc.
) * Maintain and provide statistical reports for no-shows and rescheduled appointments to the practice manager as required.
* Help clients schedule appointments when referred to a specialist, including directions, records and test results to bring and follow-up status of patient after specialty care * Prepare forms such as new client registration, medical records, health and vaccination certificates, lab results and euthanasia certificates * Review medical records of discharged patients for completeness and accurate charges.
Based on your review, refer medical records to a doctor or technician for further review.
* Schedule rechecks and enter callbacks * Prepare welcome packets for new client folders/gift bags, new puppy and kitten packs, dental gift bags, weight-loss kits, etc.
* Ensure treatment and surgery forms are signed and an emergency number is noted * Admit/discharge or delegate admission and discharge of patients for boarding, surgery, dentistry, grooming or other procedures to appropriate hospital staff * Maintain appointment book reservations * Retrieve, update and file patient medical records * Keep reception desk and waiting room neat and clean * No eating is allowed at the front desk * Clean up after pets’ accidents in the reception area, exam rooms and exterior sidewalks and parking lot * Water and maintain plants in waiting and exam rooms * Collect specimens that clients bring in for lab analysis, label and take to the lab area.
Note the date and time of specimen collection in the appropriate hospital log to ensure they are completed and the client is notified of the results.
Place corresponding medical file in appropriate area.
* Call clients whose pets are overdue for services * Purge files according to practice-management policies * Determine why the client is inactive and report the reason to the practice manager to identify trends *Client Education & Marketing Duties, 3%:* * Have a thorough knowledge of nutrition and flea/tick/heartworm preventatives * Mail thank-you, sympathy and welcome cards * Promote practice protocols on wellness and prevention *Educational Requirements & Skills Needed* *Educational Requirements:* * High school diploma or equivalent * Experience in customer service *Skills Needed:* * Ability to work in a fast-paced environment * Computer literacy * Understand veterinary terminology * Exceptional customer service skills * Keep accurate medical records, clerical work * Educate clients * Promote professionalism within the office * Support team members *Physical Obligations:* * Able to lift patients and carry equipment up to 25 pounds; ability to lift patients or carry equipment over 25 pounds with assistance * Endure sitting, standing and walking on hard floor surfaces for extended periods * Type information for patient records and prescription labels into the computer * Able to work in noisy work conditions with sounds from animals and equipment * Take safety precautions for exposure to toxins, drugs, anesthesia and radiation Job Types: Part-time, Full-time Pay: From $15.
00 per hour Benefits: * 401(k) matching * Dental insurance * Health insurance * Paid time off * Parental leave * Vision insurance Shift: * 8 hour shift * Day shift Weekly day range: * Monday to Friday * Weekends as needed Work setting: * In-person Ability to commute/relocate: * Bloomington, IL 61701: Reliably commute or planning to relocate before starting work (Preferred) Shift availability: * Day Shift (Preferred) Work Location: In person
They are the first and last contact with the hospital and key to creating first and lasting impressions.
The receptionist must have exceptional client service and communication skills, computer literacy, handle payments, ability to multi-task, friendly attitude and confidence to deal with stressful situations.
Receptionists support veterinarians, technicians, veterinary assistants, and kennel staff in daily patient and client care.
They communicate with clients in person, by phone and e-mail.
Reports to: Office Manager, Practice Manager or Hospital Administrator *Job Responsibilities* *Client Relations Duties, 80%:* * Greet clients and pets by name * Answer phones promptly and professionally using a multi-line phone system * Screen and route calls to appropriate staff * Provide phone shoppers with descriptions of services first, price last * Receive and transmit faxes * Take and deliver messages promptly to appropriate staff, pulling medical records of patients so staff can properly document information * Note in medical records the details discussed during client conversations including the date, time, key points of the discussion and any action required * Ensure the reception area and exam rooms have current reading materials (within two months of publication date), activities for children (coloring books, Crayons) and are clean and odor free * Check medical and computer records for accurate client addresses, phone numbers and e-mails * Weigh pets each visit and record weights in medical records and on computer * Schedule appointments and surgeries according to hospital scheduling guidelines * Make surgery and appointment confirmations calls * Answer clients’ questions about veterinary services and products and provide knowledgeable advice about wellness, prevention and diseases * Fill prescriptions and provide routine administration instructions to clients * Echo doctors’ recommendations when checking out clients * Address clients as Mr.
, Mrs.
or Miss * Always refer to the veterinarian as doctor.
Do not use the doctor’s first name in the presence of clients.
* Prepare consent forms, estimates/treatment plans and be able to discuss the hospital’s financial policies with clients * Prepare health certificates, proof of vaccination, lab reports and euthanasia certificates * Sell retail items and pet food * Advise clients on proper nutrition, flea/tick/heartworm preventatives, pre-anesthetic testing, pain management, shampoos, home dental products and other retail items * Maintain a clean, neat reception area and front desk * Foster collaborative relationships with other team members and departments *Financial Duties, 10%:* * Enter accurate charges * Explain invoices are to be paid at the time of service.
* Collect payment when services are rendered, including making change for cash payments, processing credit cards and getting proper ID for checks.
* Print or record the end of day financial balances, ensuring they are accurate * Know fees for routine services * Balance cash drawer at end of day/shift *Administrative Duties, 7%:* * Update reminders * Backup computer records according to practice’s operating procedures * Maintain adequate supply of client education materials in the reception area (i.
e.
brochures, handouts, business cards, etc.
) * Maintain and provide statistical reports for no-shows and rescheduled appointments to the practice manager as required.
* Help clients schedule appointments when referred to a specialist, including directions, records and test results to bring and follow-up status of patient after specialty care * Prepare forms such as new client registration, medical records, health and vaccination certificates, lab results and euthanasia certificates * Review medical records of discharged patients for completeness and accurate charges.
Based on your review, refer medical records to a doctor or technician for further review.
* Schedule rechecks and enter callbacks * Prepare welcome packets for new client folders/gift bags, new puppy and kitten packs, dental gift bags, weight-loss kits, etc.
* Ensure treatment and surgery forms are signed and an emergency number is noted * Admit/discharge or delegate admission and discharge of patients for boarding, surgery, dentistry, grooming or other procedures to appropriate hospital staff * Maintain appointment book reservations * Retrieve, update and file patient medical records * Keep reception desk and waiting room neat and clean * No eating is allowed at the front desk * Clean up after pets’ accidents in the reception area, exam rooms and exterior sidewalks and parking lot * Water and maintain plants in waiting and exam rooms * Collect specimens that clients bring in for lab analysis, label and take to the lab area.
Note the date and time of specimen collection in the appropriate hospital log to ensure they are completed and the client is notified of the results.
Place corresponding medical file in appropriate area.
* Call clients whose pets are overdue for services * Purge files according to practice-management policies * Determine why the client is inactive and report the reason to the practice manager to identify trends *Client Education & Marketing Duties, 3%:* * Have a thorough knowledge of nutrition and flea/tick/heartworm preventatives * Mail thank-you, sympathy and welcome cards * Promote practice protocols on wellness and prevention *Educational Requirements & Skills Needed* *Educational Requirements:* * High school diploma or equivalent * Experience in customer service *Skills Needed:* * Ability to work in a fast-paced environment * Computer literacy * Understand veterinary terminology * Exceptional customer service skills * Keep accurate medical records, clerical work * Educate clients * Promote professionalism within the office * Support team members *Physical Obligations:* * Able to lift patients and carry equipment up to 25 pounds; ability to lift patients or carry equipment over 25 pounds with assistance * Endure sitting, standing and walking on hard floor surfaces for extended periods * Type information for patient records and prescription labels into the computer * Able to work in noisy work conditions with sounds from animals and equipment * Take safety precautions for exposure to toxins, drugs, anesthesia and radiation Job Types: Part-time, Full-time Pay: From $15.
00 per hour Benefits: * 401(k) matching * Dental insurance * Health insurance * Paid time off * Parental leave * Vision insurance Shift: * 8 hour shift * Day shift Weekly day range: * Monday to Friday * Weekends as needed Work setting: * In-person Ability to commute/relocate: * Bloomington, IL 61701: Reliably commute or planning to relocate before starting work (Preferred) Shift availability: * Day Shift (Preferred) Work Location: In person
• Phone : NA
• Location : 510 Guido Cir, Bloomington, IL
• Post ID: 9004034705
