Veterinary Administrative Assistant

**Job Title**: Veterinary Administrative Assistant

**Hours**: 40 hours per week

Monday - Friday, 8:30am-5:30pm

**Wage**: $17.00/ hour to start, dependent upon experience

**General Duties**: Duties include, but are not limited to: Being the initial contact for clients while representing the practice with professionalism, courtesy, and a positive attitude. Answering phones, making appointments and maintaining patient records are also an integral part of this position. This position will also include assisting with some cleaning tasks as required.

**Key Competencies**:

- Excellent verbal and written communication skills
- Must be customer service oriented and friendly.
- Professional appearance required, scrubs are to be worn at all times.
- Organization
- Attention to detail
- Initiative
- Reliability
- Able to handle stress and difficult situations
- Compassion

**Job Requirements/Skills**:

- Able to multitask.
- Able to read, write, speak, and understand English.
- Speaks in an articulate manner and with a pleasant telephone voice.
- Able to operate a multiline telephone.
- Able to operate computer system and software in Microsoft Windows environment.
- Knowledge of Veterinary Practice Software an asset.
- Basic math skills required (Count money, make change, record patient weights, prepare prescriptions etc)
- Able to use computers, printer/copier, debit machine and other office equipment.
- Familiar with veterinary medical terminology and knowledgeable about hospital procedures, policies, and services.

**Reports to**: Office Manager/Owner

**Fundamental Tasks**:

- **General Duties**:

- May open and close clinic.
- Keeps reception area and outside client walkways clean, organized, and litter/snow/ice free.
- Immediately cleans up urine, feces, vomit, hair, and other patient debris.
- Restocks office, printing, and client education supplies.
- Restocks and organizes food and retail products.
- Deals with questions from the general public.
- Receives mail and deliveries.
- Prepares marketing materials, sends sympathy cards.
- Rearranges and coordinates reception area for special promotional events such as for dental health, senior care, flea and tick season, etc.
- **Client-Interaction Duties**:

- Pleasantly greets arriving clients and patients and addresses them by name whenever possible.
- In the presence of clients, refers to veterinarians as “Dr.” with last name. Does not use first names of doctors.
- Is observant of client needs and offers help when possible, such as help with families, assisting clients to vehicle, carrying dog food or carriers.
- Is knowledgeable and confident when explaining services and products.
- Answers telephone calls in friendly and professional manner, quickly and efficiently.
- Schedules appointments for health checks, vaccinations, surgeries, and other procedures.
- Provides accurate information and directions regarding appointment and surgical arrivals.
- Is knowledgeable regarding fees and is able to provide accurate estimates for all procedures.
- Takes accurate phone messages and relays it to correct person.
- Returns calls promptly, makes calls to remind clients of next-day appointments or missed appointments, calls clients to check on patient status, calls clients to advise of overdue services, and schedules appointments for same.
- Admits patients; escorts clients and patients to exam rooms.
- Make sure the examination rooms are cleaned and sanitized prior to a procedure and afterwards
- Dispenses food, medications, and other supplies.
- Provides clients with discharge instructions, certificates, and other necessary paperwork.
- **Veterinarian/Technician Support Duties**:

- Seeks the assistance of veterinarians or technicians immediately when assessing critical patients.
- Assists with managing patient transport at admittance and discharge, as needed.
- Notifies doctors and technicians of urgent client questions and messages regarding medical issues.
- Is willing to assist in treatment area (holding for bloodwork, nail trims etc) only as required and when requested by Tech/Vet.
- **Medical Record Duties**:

- Prepares files for incoming clients the prior day, identifying all routine care needs and calls/texts clients to confirm appointment.
- Updates records for changing client and/or patient information.
- Obtains client signature for informed consent of various procedures and admittance requirements.
- Notifies attending doctor of missing information in records.
- **Financial Duties**:

- Advises clients of payment options and credit policies at time appointment is made.
- Finalizes and presents invoices to clients.
- Collects and processes payments accurately and efficiently.
- Accepts, processes, and reconciles manufacturer coupons.
- Monitors cash box. Closes debit machine batch. Runs daily invoice activity report and balances cash/receipts to report.
- Immediately notifies office manager of shortages or other problems.

**Education, experience and co