POSITION SUMMARY: Peachtree Hills Animal Hospital’s Receptionist is our customer-relations expert. Our client’s first impression of PHAH, on the phone or in-person, is our Receptionist. The purpose of this position is to perform clerical duties related to animal patient care and treatment, and to provide support to co-workers, i.e., Veterinary Technicians, DVMs, and Practice Manager.
These service functions include:
• Phone Reception- answering client inquiries, scheduling appointments, recording messages for doctors and staff
• Greeting Clients- checking patients in, discharging patients, dispensing medications & prescriptions, invoicing
• Inputting data into electronic medical record system
• Receiving Client Payments- posting & recording payments, receiving payment, running end of day transaction register
• Clinic email, fax, & phone messaging
• Client Communication- patient updates, update inquiries
• General Office duties- mail, hospital bills, cleaning/organizing reception area
• Ordering, Unpacking, Stocking Dog food – Our dog food is delivered and stored up front and in the back of the hospital. It will be necessary to move dog food around the hospital and also help clients to the carry with the dog food purchases.
• Walking dogs and Carrying cat carriers – to the rooms and also from the back to front and vice versa.
KNOWLEDGE, SKILL, & ABILITIES:
• High School/General Education Degree is required, associate degree a plus.
• Excellent verbal and written communication. Must accurately relay owner’s account of the medical concern for the animals(s) involved to the healthcare team members who will be involved in the treating patient.
• Excellent people skills, friendly, outgoing, and willingness to contribute to a team.
• Proficient computer skills (beginner to intermediate in Word, Excel, & Outlook).
• Able to operate multi-line telephone, copier, printer, and fax.
• One year job experience working at a veterinary practice preferred.
• Strong organizational skills, the ability to multi-task, and the ability to remain calm under pressure.
• Compassion for owners and animals.
1. Open and close the clinic. This includes end-of-day procedures, i.e., balancing cash drawer, preparing bank deposit, settling credit cards, etc.
2. Welcome clients and patients to the practice with a warm and friendly demeanor and provide for their comfort while they are in the practice. This includes greeting clients, offering conversation, etc.
3. Answer incoming telephone calls utilizing proper telephone etiquette. Screen calls that are handled by other healthcare team members and take care of routine calls. Appropriately direct other questions and communication to a veterinarian, practice manager, or other team members.
4. Prepare to receive appointments, confirm address, telephone numbers, and preparing needed forms in advance of clients’ arrival. Complete required forms such as Anesthesia and Surgery Consent, Drop-off Questionnaire, Boarding Policy, Euthanasia Release, payment agreements, etc. and obtain all necessary information.
5. Handle emergency situations by following established hospital policies and procedures for immediate treatment of their animals.
6. Follow hospital policies regarding patient admittance. Determine whether immunizations/tests are current. Recommend update of necessary immunizations/tests to clients.
7. Notify doctors or technicians of patient arrival. Relay all necessary information to the doctors and technicians.
8. Discharge patients and perform over-the-counter sales.
9. Schedule appointments for the clinic after obtaining all necessary data concerning the animal and owner. Prepares client and DVM’s reminders.
10. Review the services that were rendered to the pet (verbally itemize the client receipt) and inform client of the total amount due. Assure that owners meet all financial obligations or that acceptable arrangements have been made according to the hospital’s payment policy.
11. Accept payments from the client. Accurately process cash, checks, charge card payments and credit account payments.
12. Enter data into the computer system as required.
13. Performs other duties as assigned.
ADA PHYSICAL EFFORT: The physical demands described here are representative of those that need to be met by an employee to successfully perform the primary functions of this job:
• Finger Dexterity - Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
• Talking - Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.
• Average Hearing - Able to hear average or normal conversations and receive ordinary information.
• Repetitive Motion - Movements frequently and regularly required using the wrists, hands, and/or fingers.
• Average Visual Abilities - Average, ordinary, visual acuity necessary to prepare or inspect documents or products, or operate machinery.
• Physical Strength - Sedentary work; sitting most of the time. Exerts up to 50 lbs. of force occasionally. WORK ENVIROMENT: While performing the duties of this job, the employee is exposed to hazards associated with aggressive patients; hazards associated with infected animals and controlled substances; exposure to unpleasant odors and noises; exposure to bites, scratches and animal wastes; possible exposure to contagious diseases. MENTAL ACTIVIES & REQUIREMENTS FOR THE POSITION:
• Reasoning Ability - Ability to apply common sense understanding to carry out detailed & involved instructions in often a stressful environment. Problems may involve a few variables.
• Mathematics Ability - Ability to perform very basic math skills including adding, subtracting, multiplying, and dividing two digit numbers; the four basic arithmetic operations with money; and operations with units such as ounce, and pound (or their metric counterparts).
• Language Ability - Ability to use active vocabulary (in English); read; and define unfamiliar words. • Communication - Ability to communicate in English with complex sentences, using normal word order with present and past tenses and good vocabulary.