Job Description

Job description

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We are seeking a friendly, organized, and customer service-oriented individual to join our team as a Veterinary Clinic Receptionist. The receptionist will serve as the first point of contact for clients and their pets (dog, cat, small animal), providing excellent service and support in a fast-paced clinic environment.

Job responsibilities

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Greeting Clients:

Welcoming clients and their pets to the clinic in a friendly and professional manner.

Appointment Scheduling:

Managing appointment calendars for veterinarians, scheduling appointments for routine check-ups, surgeries, vaccinations, and other procedures.

Answering Phones and Emails:

Handling incoming calls and emails, providing information about services, scheduling appointments, and addressing client inquiries.

Check-In and Check-Out Procedures:

Assisting clients with check-in procedures upon arrival at the clinic, collecting necessary information, processing payments during check-out, and ensuring accuracy in record-keeping and billing.

Client Communication:

Communicating with clients regarding appointment reminders, providing estimates for clinic services and products, and coordinating with nurses and vets for follow-up calls after procedures.

Completing Registration Forms:

Assisting clients in completing registration forms accurately and thoroughly ensures the clinic has essential information about the client and their pet on file.

Obtaining Consent:

Securing the client's consent for proposed treatments or procedures by having them sign consent forms demonstrates their understanding and agreement to proceed.

Maintaining Records:

Updating and maintaining client and patient records in the clinic's database, including personal information, medical history, treatment plans, and billing details.

Billing and Invoicing:

Scan products using barcode readers for billing accuracy, generate invoices for veterinary services rendered, including examinations, treatments, and procedures. Enter billing information accurately into the clinic's software system.

Payment Processing:

Accept payments from clients for veterinary services, pet food, and other purchases. Handle cash transactions, count cash drawers, and maintain accurate records of cash receipts. Process credit/debit card payments using credit card machines or electronic payment system (e-payment). Provide clients with receipts/invoices and ensure transactions are properly documented.

Record-Keeping and Reporting:

Maintain accurate records of sales transactions, invoices, and payments received. Reconcile daily sales totals and cash drawer balances. Generate reports on sales performance, inventory levels, and financial transactions.

Inventory Management:

Monitor inventory levels of pet food and other retail products. Place orders with suppliers to replenish stock as needed. Receive and organize shipments of pet food and merchandise. Conduct regular inventory counts and reconcile discrepancies.

Assisting Veterinary Staff:

Providing support to veterinarians and veterinary technicians as needed, such as such as filing patient records, data entry, and inventory management, coordinate with veterinarians & nurses to fulfil prescription diets and medication orders.

Cleaning and Maintenance:

Ensuring cleanliness and tidiness of the reception area, waiting room, and other public areas of the clinic, as well as assisting with general office maintenance tasks.

Client Education:

Providing basic information to clients about pet food, over the counter and other retail products, including all available veterinary services of the clinic.

Handling Emergencies:

Responding calmly and efficiently to emergency situations, including directing clients in urgent need of veterinary care, and coordinating with the veterinary team to provide prompt assistance.

Product Knowledge and Training:

Stay informed about the features, benefits, and uses of all products and services offered by the clinic. Attend training sessions organized by the clinic and product demonstrations to enhance product knowledge and sales skills. Keep up to date with industry trends and new product launches.

Team Collaboration:

Participates in staff meetings on a regular basis and as required. Collaborate with internal teams, including marketing, product development, and customer service, to support sales efforts and address client needs. Provide input on product development initiatives, pricing strategies, and promotional campaigns.

Market Research and Competitive Analysis:

Conduct market research to identify new opportunities, assess market trends, and evaluate competitor offerings.

Job Fit & Personal Presentation:

Demonstrates punctuality and reliability. Ability to respond to problematic situations promptly and develop possible solutions to discuss with direct manager or company management. Supports fellow co-workers by undertaking extra tasks as necessary to ensure the daily work routines are completed. Ensures that personal presentation is always as per policy and procedure/as directed.

Adherence to Policies and Procedures:

Adhere to clinic policies and procedures regarding sales, billing, and payment processing. Ensure compliance with regulations related to handling financial transactions and client information. Uphold clinic policies and procedures, maintaining confidentiality and professionalism at all times.

Job Type: Full-time