Receptionists also called customer service representatives are the customer-relations experts in a veterinary practice. They are the clients’ first impression of the practice, on the phone or in person. Receptionists must possess strong organizational skills, on the phone or in person. Receptionists must possess strong organizational skills, excellent telephone and interpersonal communication skills, and the ability to remain calm under pressure. Receptionists must have compassion for animals and their owners and understand the stress that patients and clients endure. Receptionists are responsible for greeting clients; differentiating routine cases from emergency cases; scheduling appointments; entering client, patient, and financial data into the computer; generating invoices and explaining them to clients; processing payments; and managing the retrieval and storage of medical records. Receptionists should expect to spend nearly all of their workdays at the front desk. The position requires the completion of a high-school degree or further education, competence in the English language, patience, and a pleasant manner. Ideally, newly hired receptionists will possess computer skills and have had cashier and related front-office work experience..
Primary Responsibilities and Duties:
Answers incoming calls, within three rings, positively, and warmly. Accurately directs caller to the appropriate people courteously and professionally Returns to calls placed on hold every 45 seconds, giving the caller the opportunity to continue holding or to leave a message. Answers inquiries as needed or directs the inquiry to the person best able to answer. Takes and delivers accurate phone messages, with call back numbers, area codes, and names legibly written, and promptly relays messages via email to the proper person. Takes accurate contact information for families inquiring about admission to school including parent name, student name and incoming year, mailing address, email address, phone number, how they heard about school, and promptly populates the
pipeline and notifies admissions.
Work Environment:
High-pressured, fast-paced environment with significant telephone and personal disruption. Large number of multiple-step projects in complex systems performed with accuracy and speed is essential to the successful completion of tasks. This job description is intended to describe the level of work required by the person performing the work of the positions and physical requirements normal to the position. Principal duties outlined are the essential responsibilities and duties and other duties may be assigned as needs arise or as required to support principal duties. This description is not intended as a contract and is subject to change and be revised as needs arise.
