Veterinary Front Desk Coordinator

5 days ago

Colorado Springs, Colorado, United States WellHaven PetHealth Full time
About the Role

We are seeking a highly skilled and compassionate Veterinary Front Desk Coordinator to join our team at WellHaven Pet Health. As a key member of our hospital staff, you will be responsible for providing exceptional customer service, managing patient flow, and ensuring a seamless experience for our clients and patients.

Key Responsibilities
  • Client and Patient Interaction: Greet clients and patients in a positive, welcoming, and friendly manner, creating an enthusiastic and warm environment.
  • Administrative Tasks: Administer basic reception tasks, including answering and managing incoming phone calls, scheduling patient appointments, managing patient intake and discharge.
  • Cash Handling: Administer basic cashier duties, including reconciling the cash drawer daily (opening and closing processes).
  • Patient Education: Educate clients about Wellness Plans and patient care as directed by the veterinary medicine team.
  • Medical Charting: Prepare and maintain thorough and accurate medical charts for all patients, consistently meeting hospital quality control standards.
  • Patient Flow Management: Maximize the efficiency of the veterinary team by effectively managing patient flow.
  • Reception Area Maintenance: Create and maintain a clean, neat, and inviting reception area.
Customer Service Delivery
  • Professional Service: Consistently provide professional, efficient, and exceptional service.
  • Communication Skills: Demonstrate excellent communication and organizational skills when interacting with the veterinary team and clients.
  • Adaptability: Effectively adapt to individual clients and their needs.
  • Conflict Resolution: Effectively resolve customer complaints as needed.
Additional Responsibilities
  • OSHA Compliance: Adhere to OSHA standards and regulations as outlined in company policies.
  • Veterinary Technical Skills: Ability to learn basic veterinary technical skills such as animal restraint and lab duties.
  • Job Flexibility: Ability to perform other job duties as assigned.
Requirements
  • Independence and Judgment: Demonstrated ability to work independently and exercise good judgment.
  • Multi-Tasking: Demonstrated ability to multi-task effectively.
  • Prioritization: Demonstrated ability to remain action-oriented and effectively set priorities.
  • Stress Management: Demonstrated ability to work well in an extremely fast-paced work environment, remaining calm and resilient.
  • Computer Skills: Demonstrated ability to work at a computer station/desk for extended periods of time.
  • Initiative: Demonstrated ability to exhibit proactive initiative in addressing tasks and challenges as they arise.
  • Accuracy: Demonstrated ability to complete work, maintaining a high level of accuracy while managing constant interruptions.
  • Software Skills: Demonstrated ability to learn new computer software systems (EMR, Scheduling, etc.).
  • Accountability: Demonstrated ability to provide a high level of accountability.
Preferred Qualifications
  • Animal Handling: Demonstrated experience with/knowledge of handling dogs, cats, and exotic animals.
  • Typing Speed: Demonstrated ability to type 40+ wpm (keyboard).
  • Computer Literacy: Demonstrated experience with email systems, basic MS Office products (Word, Excel).
Education and Experience
  • High School Diploma: High School Diploma or equivalent.
  • Customer Service Experience: 1+ years of customer service experience - front desk experience a plus.
  • Computer Experience: 1+ years of experience working with computers (typing, email, other software, etc.).
  • Veterinary Experience: Veterinary experience is a plus.
Work Environment and Physical Requirements
  • Work Location: The reception position is performed onsite at our hospital or at an approved offsite event location. Remote work is not available for this position.
  • Hospital Environment: The hospital environment includes limited space, smells from pet waste, and noise (barking, etc.).
  • Schedule: Schedules may include 10+ hour shifts, Saturdays, evenings, and holidays.
  • Physical Demands: Good hand-eye coordination, arm-hand-finger dexterity with the ability to reach and grasp, and visual acuity to use a keyboard, operate equipment, and read information.
  • Lifting: Ability to lift 25+ pounds.
  • Mobility: Able to stand, walk, stoop, kneel, crouch, and climb.
  • Exposure: May routinely be exposed to pets that may bite or scratch, biological hazards, anesthesia medications (smells), radiation if near an X-ray machine, prescription medications, including controlled substances.

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