Veterinary Receptionist

About the Role

Fremont Animal Hospital is an established hospital in Seattle, WA and part of the Cara Network of Neighborhood Veterinary Practices. We’re well known for the dedicated care we give our community’s animal family members, and as one of Cara’s 10 member hospitals, we’re also known as an exceptional place to work. In real world talk, that means you’ll get the training and support you need to do your job well. Plenty of opportunities to learn, grow, and advance. Acknowledgement and rewards for those who go the extra mile for our clients and their pets. Excellent compensation and benefits with clear expectations and a path to advancement.

Our Location

Fremont is where creativity, community, and individuality thrive. Known as the “Center of the Universe,” it’s one of Seattle’s most iconic neighborhoods full of art, great food, unique shops, and people who genuinely care about one another. It’s a fantastic home for veterinary professionals who want to live in a place that celebrates authenticity.

What We’re Looking For

We want to provide clients and their pets with the kind of exceptional care and service they cannot get anywhere else—so it’s important that you’re as good with people as you are with pets. This means you should be someone who:

• Has demonstrable customer service skills
• Minimum 1 year of veterinary receptionist experience preferred
• Enjoys educating and connecting with people
• Communicates effectively
• Is reliable and trustworthy
• Shows adaptability and resilience
• Has an interest in community outreach or marketing

Responsibilities

As a Veterinary Receptionist, your primary role is to be the welcoming face and voice of our practice. You will greet clients with warmth and empathy, assist with various client needs, and ensure efficient phone management. Your responsibilities also include appointment scheduling, maintaining medical records, housekeeping, managing correspondence, and engaging with clients throughout their journey with us. The Receptionist is an integral part of our team, embodying Cara Veterinary's pillars and core competencies, with a relentless focus on the wellbeing and comfort of our patients and their human companions.

Welcoming Clients

• Know client and patient names and their reason for the visit
• Assist with client needs (e.g., offering coffee, restroom directions)
• Provide a warm and empathetic welcome to clients

Phones

• Prioritize answering the phone promptly, before the 4th ring
• Ensure phones are never left unanswered, arrange for coverage
• Check and process voicemail messages
• Triage phone calls for technicians and veterinarians based on urgency
• Document all phone conversations with clients in the medical record

Appointment Scheduling

• Schedule appointments for new and existing patients via phone and in person
• Collect necessary patient data
• Place reminder calls one day before appointments if appointment is not already confirmed through reminder platform
• Forward book each patient for their next appointment at the time of check-out
• Track and reschedule canceled and no-show appointments

Medical Records

• Record all client interactions in the medical records
• Record messages and patient updates
• Obtain medical records from referring practices
• Alert referring practices when patients are euthanized
• Fax records when requested

Housekeeping

• Maintain a clean and tidy reception desk and lobby
• Ensure the reception area is free from animal hair and bodily waste
• Keep the coffee station clean and stocked
• Assist technicians in cleaning exam rooms

Fax/Email/Mail

• Mail information to clients and other practices as needed
• Answer or triage emails in the general contact inbox
• Alert veterinarians to incoming faxes via email
• Process incoming mail and ensure outgoing mail is sent to the post office

Financial Management

• Collect payment at the time of service
• Assist clients with CareCredit applications
• Reconcile the merchant credit machine at the end of each day
• Maintain accurate financial records regarding the cash drawer
• Compile daily checks and credit card reports, and provide them to the Hospital Director at the end of the day unless instructed otherwise

Other Possible Duties

• Ability to obtain and maintain a Washington State Medical Clerk License
• Perform other duties assigned by supervisors as necessary
• Potential for required Continuing Education courses or seminars

Pay & Benefits

• Highly competitive salary range of $22.00-$26.00 per hour
• Medical, vision, & dental insurance
• Employee Assistance Program
• Paid Time Off (PTO), up to 80 hours + 10 hours for Personal Celebration Day
• Up to 6 paid floating holidays per year
• 401k + 4% employer match
• Employee pet care discount for up to four personal pets
• Uniform allowance
• Professional Development (CE) reimbursement, up to $500 each year
• Incentive Bonus Program with potential quarterly earnings of up to $700
• Veterinary Medical Clerk License application and renewal paid for
• Regular reviews and feedback