• DVM360_Conference_Charlotte,NC_banner
  • ACVCACVC
  • DVM 360
  • Fetch DVM 360Fetch DVM 360
DVM 360
dvm360 | Veterinary News, Veterinarian Insights, Medicine, Pet Care
dvm360 | Veterinary News, Veterinarian Insights, Medicine, Pet Care
By Role
AssociatesOwnersPractice ManagerStudentsTechnicians
Subscriptions
dvm360 Newsletterdvm360 Magazine
News
All News
Association
Breaking News
Conference Coverage
Education
Equine
FDA
Law & Ethics
Market Trends
Medical
Politics
Products
Recalls
Regulatory
Digital Media
dvm360 LIVE!™
Expert Interviews
The Vet Blast Podcast
Medical World News
Pet Connections
The Dilemma Live
Vet Perspectives™
Weekly Newscast
dvm360 Insights™
Publications
All Publications
dvm360
Firstline
Supplements
Vetted
Clinical
All Clinical
Anesthesia
Animal Welfare
Behavior
Cardiology
CBD in Pets
Dentistry
Dermatology
Diabetes
Emergency & Critical Care
Endocrinology
Equine Medicine
Exotic Animal Medicine
Feline Medicine
Gastroenterology
Imaging
Infectious Diseases
Integrative Medicine
Nutrition
Oncology
Ophthalmology
Orthopedics
Pain Management
Parasitology
Pharmacy
Surgery
Toxicology
Urology & Nephrology
Virtual Care
Business
All Business
Business & Personal Finance
Hospital Design
Personnel Management
Practice Finances
Practice Operations
Wellbeing & Lifestyle
Continuing Education
Conferences
Conference Listing
Conference Proceedings
Resources
CBD in Pets
CE Requirements by State
Contests
Veterinary Heroes
Partners
Spotlight Series
Team Meeting in a Box
Toolkit
Top Recommended Veterinary Products
Vet to Vet
  • Contact Us
  • Fetch DVM360 Conference
  • Terms and Conditions
  • Privacy
  • Do Not Sell My Information
  • About Us

© 2023 MJH Life Sciences and dvm360 | Veterinary News, Veterinarian Insights, Medicine, Pet Care. All rights reserved.

Advertisement
By Role
  • Associates
  • Owners
  • Practice Manager
  • Students
  • Technicians
Subscriptions
  • dvm360 Newsletter
  • dvm360 Magazine
  • Contact Us
  • Fetch DVM360 Conference
  • Terms and Conditions
  • Privacy
  • Do Not Sell My Information
  • About Us
  • MJHLS Brand Logo

© 2023 MJH Life Sciences™ and dvm360 | Veterinary News, Veterinarian Insights, Medicine, Pet Care. All rights reserved.

Receptionist position description

June 1, 2008

The receptionist's main responsibility is to assure the smooth, orderly flow of clients and patients. Receptionists report to the Client-Services Director.

The receptionist's main responsibility is to assure the smooth, orderly flow of clients and patients. Receptionists report to the Client-Services Director.

Level I

Generally a new employee

Advertisement

Length of time at Level I will depend on previous training, experience, education, and personal aptitude.

Level II

May include some emergency hours

Includes all duties performed at Level I and the additional responsibilities listed for Level II below.

Level III

Supervisory position

Our client services director prepares monthly management reports on active clients and client retention, maintains a professional environment in the front office/reception area, conducts training meetings in client relations for all receptionists, and more.

Level I

Reception area

  • Greet clients and pets by name.
  • Maintain sign-in sheets and availability of writing instruments.
  • Inform clients of expected waiting time if the doctor is behind schedule.
  • Restock products, office supplies, client education materials, hospital brochures, and so on. Notify the appropriate person when inventory gets low.
  • Maintain the appearance and cleanliness of the waiting room and reception area. Report any required repairs to the appropriate person.

Phone

  • Receive all incoming calls.
  • Take messages for doctors, obtaining as many details as possible.
  • Screen and direct calls to appropriate doctor or staff member.
  • Schedule appointments.
  • Call scheduled outpatient appointments to deliver appointment reminders and requirements (for example, stool samples for fecals).
  • Call scheduled pre-surgery appointments to deliver appointment reminders and care instructions (for example, withholding food and water).

Files and correspondence

  • Pull client charts for daily scheduled appointments. As clients arrive, update the existing file or collect necessary information to prepare a new file.
  • After client visit, update and re-file patient charts.
  • Mail client reminders for exams, vaccinations, heartworm checks, dentistry, senior care, etc.
  • Prepare welcome letters, thank-you letters, condolences, and other correspondence for doctors, hospital manager, or client services director.
  • Complete all filing, including paid invoices, radiographs, lab reports, and correspondence.
  • Copy and mail or fax patient records at client request.

Financial responsibilities

  • Enter payments accurately.
  • Use check verification when needed.

Other responsibilities

  • Maintain a professional appearance, including wearing a neat, clean uniform or other appropriate attire.
  • Maintain a professional, courteous attitude.
  • Attend and participate in all mandatory staff meetings.
  • Perform other related duties as directed by the doctors, hospital manager, or client services director.

Level II

Reception area

  • Answer questions about the proper use and benefits of products offered.
  • Maintain all office equipment in working order, including phones, fax machines, copier, postage machine, calculators, and computers.

Phone

  • Inform clients of credit policies and any outstanding balances due.
  • Answer questions regarding the status of hospitalized patients as directed by the attending doctor.
  • Respond to routine medical care questions on such topics as vaccination schedules for puppies and kittens, deworming, presurgical care requirements, flea treatment, and so on.
  • Provide treatment plan estimates for such services as routine surgeries, vaccinations, and so on.
  • Reschedule missed appointments.
  • Contact clients who haven't responded to second reminders for physical exams, vaccinations, dentistry, etc.
  • Contact postsurgery clients for progress report on patient's condition. (May be a technician's responsibility.)

Files and correspondence

  • Complete consent forms and verify client and patient information.
  • Provide client education materials, vaccination schedules, rabies tags and certificates, presurgery instruction sheets, and so on.
  • Complete release forms.
  • Enter patient charges using appropriate service and provider codes. (May be a technician's responsibility.)
  • Schedule medical progress exams and/or appointments for additional health care as directed by the doctors.
  • Use computer software system to search for information accurately and efficiently.

Financial responsibilities

  • Prepare invoices and receive payments.
  • Reconcile cash drawer and deposit funds daily.
  • Close out and record MasterCard, VISA, Discover Card, and CareCredit daily.
  • Print daily and monthly computer reports and reconciliation.

Other responsibilities

  • Assist emotional and/or grieving clients.

Related Content:

BusinessTechniciansRoles
Veterinary tech students awarded national scholarship
Veterinary tech students awarded national scholarship
Paw Prosper acquires brands and becomes one-stop destination for pet aging
Paw Prosper acquires brands and becomes one-stop destination for pet aging
3 tips for selling your practice
3 tips for selling your practice

Advertisement

Latest News

Xylazine moves from the stables to the streets

DEA reports widespread threat of fentanyl mixed with xylazine

3 Must-reads for National Poison Prevention Week

UC Davis study on eye diseases in kittens

View More Latest News
Advertisement