Veterinary Receptionist

Job Summary

The Receptionist plays a crucial role in setting a positive and caring tone for each client’s experience. The primary responsibility is to convert incoming calls into scheduled appointments, ensuring every interaction is positive and welcoming and results in client engagement.

Key Responsibilities

• Fill the client schedule each day to provide access to care.
• Greet clients and patients positively, ensuring every client feels welcome.
• Maximize client call conversion by effectively managing incoming phone calls, addressing client needs, and scheduling appointments.
• Promote the practice’s Care Companion Plans and services during calls, educating clients and encouraging them to take advantage of preventive care options.
• Perform weekly proactive reminder phone calls to clients that are coming due or overdue for services.
• Administer essential receptionist duties, including patient intake and discharge, while ensuring smooth transitions for every call-to-appointment process.
• Facilitate client education and utilize client-facing online pharmacy.
• Handle cashier duties, including reconciling the cash drawer daily and completing opening and closing processes with precision and efficiency.
• Maintain accurate medical charts for all patients, ensuring thorough documentation, and facilitating a smooth transition from phone calls to in-person care.
• Work closely with the veterinary team to streamline patient flow and enhance the client’s experience, converting inquiries into scheduled appointments.
• Ensure the reception area remains clean and inviting, supporting an excellent first impression and facilitating smooth call-to-appointment transitions.

Required Skills And Knowledge

• Demonstrated ability to convert incoming client calls into scheduled appointments, utilizing effective communication, relationship-building, and problem-solving skills.
• Multi-task in a fast-paced environment while maintaining accuracy, especially during busy call periods.
• Remain calm and focused while addressing high call volumes and ensuring a positive experience for every caller.
• Learn new computer software systems (PIMs, scheduling, etc.) and use them to streamline client calls and appointments.
• 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.
• Excellent phone demeanor, displaying a professional, empathetic tone while converting calls into scheduled visits.
• Effective communication skills to handle various client emotions and needs, ensuring each call is both productive and client-centered.

Education And Experience

• 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).
• Veterinary experience a plus, but not required.

Work Location, Environment, and Physical Requirements

• Reception position performed onsite at our hospital or offsite event locations.
• Remote work is not available.
• Hospital environment includes pet-related sounds, smells, and space constraints.
• Flexibility with schedules, including 10+ hour shifts, weekends, evenings, and holidays.
• Ability to lift 25+ pounds and perform physical activities, such as standing, walking, and reaching.
• May be exposed to pets that may bite or scratch, as well as biological hazards and medications.

Salary Range

$19 - $24

Equal Opportunity Employer

WellHaven is an Equal Opportunity Employer, committed to diversity and inclusion in the workplace. We comply with all applicable federal, state, and local laws prohibiting discrimination and provide reasonable accommodation for qualified employees with disabilities.

Pay Transparency Disclaimer

WellHaven Pet Health provides wage range information in accordance with applicable pay transparency laws. Third-party job boards and recruiting platforms may omit or misrepresent this information when reposting our job requisitions. WellHaven Pet Health is not responsible for any discrepancies in such postings. For the authoritative and most up-to-date wage range information for all positions and locations, please refer exclusively to our official careers page: https://wellhaven.com/join-the-team/.