Veterinary Receptionist

Belle Haven Animal Medical Centre is looking for a Veterinary Receptionist to join our team:

Greet clients and patients promptly, using a friendly and professional tone.

Handle multi-line phones, including scheduling appointments, fielding inquiries, and routing calls to appropriate staff.

Check clients in and out, verifying patient information, collecting necessary forms, and ensuring medical records are current.

Communicate clearly with clients regarding appointment expectations, required paperwork, fasting instructions, and estimated wait times.

Manage emotional or upset clients with patience and empathy, including assisting grieving clients during difficult visits.

Ensure the lobby and reception area remain clean, organized, and stocked with brochures, handouts, and hospital materials.

Explain delays courteously and update clients proactively about timing or procedural changes.

Schedule appointments, surgeries, tech visits, and follow-up rechecks based on doctor availability and hospital protocols.

Maximize scheduling efficiency while maintaining appropriate time for patient care.

Confirm next-day new client appointments and surgeries by calling clients.

Reschedule no-shows and missed appointments promptly.

Prioritize emergencies and communicate changes to the medical team quickly and clearly.

Coordinate drop-offs, call-backs, and hospitalized patient updates between clients and medical staff when needed.

Maintain accurate and up-to-date client and patient information in the practice management software.

File, scan, and upload medical records, lab results, correspondence, and invoices within 24 hours.

Generate and provide required client forms such as consent, estimate, euthanasia, and health certificates.

Ensure all paperwork is completed, signed, and properly attached.

Prepare and send follow-up communications, including reminders, condolence cards, and thank-you notes.

Protect client confidentiality and follow all privacy and information security protocols.

Accurately prepare invoices, process payments, and balance the daily cash drawer.

Collect deposits and discuss hospital payment policies professionally and confidently.

Maintain accuracy and integrity in all financial transactions and reports.

Understand and communicate basic information about common veterinary products, diets, and preventatives.

Recognize basic medical terminology, vaccine schedules, and common procedures.

Refill non-controlled prescriptions as directed and confirm accuracy per the SOP filling of medications protocol.

Assist with go-home instructions if a doctor requests.

Be able to recognize and alert medical staff to emergency or critical patients upon arrival

Arrive on time and be prepared to work at the start of each shift.

Follow time clock procedures and communicate promptly with leads or managers regarding absences or delays.

Maintain a professional appearance and adhere to hospital dress code standards.

Support teammates by helping with phone coverage, cleaning, stocking, or additional tasks as needed.

Attend staff meetings and training sessions as assigned.

Participate in maintaining the cleanliness and safety of the hospital, including disinfecting public areas and managing client flow.

Report equipment or facility issues promptly to management.

Strong verbal and written communication skills; professional telephone etiquette and grammar in files.

Ability to multitask and prioritize in a fast-paced environment.

Calm and compassionate demeanor, even in stressful or emotional situations.

Excellent organizational and time management skills.

Familiarity with medical terminology, animal behavior, and preventative care.

Ability to work collaboratively and adapt to changing priorities.

Strong attention to detail and accuracy

Must be able to lift and carry up to 20-30 pounds without assistance.

Must be comfortable working around animals of various sizes and temperaments.

Full-time or part-time position with rotating Saturdays required. Hours vary depending on hospital schedule and staffing needs.