Lead Receptionist and Referral Coordinator

Company description

Veterinary Specialty Practice

Job Summary:

Petderm's Clinic Lead Admin, you are the first point of contact for our clients and their pets You will play a vital role in delivering exceptional customer service. The role's primary responsibilities include greeting clients warmly and kindly, mastering the scheduling for multiple doctors, excellent and efficient phone management, and assisting with administrative tasks. You will work closely with the veterinary team to ensure the smooth operation of the clinic.

This role requires a self-motivated and independent individual. The ability to actively listen to our clients and effectively communicate is essential. This position requires a detail-oriented individual who can successfully multi-task with accuracy, organization, and efficiency.

Qualified Candidates:

• You are friendly, approachable, professional, and energetic. This role requires someone who can proactively complete administrative responsibilities when shifts are busy or slow.
• You have basic knowledge in small animal veterinary medicine and animal handling.
• You have a minimum 3 years experience in a healthcare reception position
• Experience in a Speciality or Referral medicine veterinary hospital is considered an asset
• You are attentive to the smallest details and an effective communicator. The quality of care we can provide clients depends on your ability to actively listen, observe, and communicate.
• You demonstrate an exceptional level of professionalism on the phone and in person while representing the company.
• You are engaged and supportive of the team environment. You welcome direction and continuous feedback to make your job easier and the client's experience better.
• You thrive when given the autonomy to prioritize many tasks throughout the day in an environment with regular distractions. You may be interrupted during the day and need to return to previous work.
• You have a clean, crisp, approachable, and professional appearance.

Key Responsibilities:

• Answer phone calls and address client inquiries/emails and concerns during business hours.
• Perform all opening and closing duties for the clinic.
• Greet, check-in and check-out all clients and patients for appointments
• Master the clinic's schedule, prioritizing booking new client referrals, booking appointments, procedures, and follow-up visits. The schedule may often require manipulation and re-organization to accomodate urgent cases, vacation or other unexpected changes
• Ensure client records are accurate and updated in a timely manner. As lead reception you will communicate seemlessly with the admin TA to ensure all administrative duties are completed (appointment reminders, new patient intake forms, processing records and bloodwork, prepping CoVet etc)
• Invoice clients and pet insurance providers, processing payments and monthly reconciliation and accounts receivable.
• Maintain a physical presence at the front desk and present a clean and organized reception area.
• Assist with filing, data entry, and other administrative tasks as needed.

Education and Experience:

• High school diploma or equivalent.
• A minimum of 3 years experience in customer service, reception or administrative role in a healthcare setting
• Knowledge of veterinary clinic operations and terminology is advantageous
• Strong communication and interpersonal skills.
• Excellent organizational and time-management abilities.
• Proficiency in computer software, including office productivity tools.
• A passion for working with animals and a caring attitude toward pet owners.
• Ability to work effectively in a fast-paced and sometimes emotionally charged environment.

Job Type: Full-time

Pay: From $23.00 per hour

Benefits:

• Company events
• Dental care
• Extended health care
• Paid time off
• Store discount

Experience:

• Veterinary Receptionist: 1 year (preferred)
• Customer Service: 1 year (preferred)

Work Location: In person