Clinic Receptionist

TULSA SPCA; Tulsa (OK); On-site; USD 18,000 - 23,000; Full time

Job summary

Tulsa SPCA is seeking a friendly Clinic Front Desk Associate to support daily operations in the clinic. Under direct supervision, you will assist customers, answer phones, schedule appointments, and manage payments.

You will maintain patient charts, update records in Clinic HQ and Shelterluv, restock supplies, and help keep the lobby clean. The role requires 18+ and strong communication; experience in customer service is preferred; flexibility for varied shifts is expected.

Qualifications

• Must be 18 years or older.
• One year of experience in customer service-related field preferred.
• General knowledge of animal welfare helpful.
• Excellent oral and written communication skills required.
• Computer experience – Windows-based – preferred.
• Must be self-motivated, time-management and organizational skills required.
• Ability to work under pressure.
• Must be flexible and be able to work varied schedule.

Responsibilities

• Greet and assist all incoming clinic clients in a courteous and helpful manner.
• Answer phone calls, which may involve answering questions, screening, and scheduling appointments.
• Schedule and confirm appointments through Clinic HQ
• Answer all incoming mail, email, and phone calls. All voicemails returned within a timely manner.
• Process credit card payments and prepare daily deposits.
• Maintain the clinic spay/neuter schedule by confirming or declining patient appointments.
• Check-in/Check-out patients, including taking payments, providing invoices, discharge instructions, etc.
• Enter all information into Clinic HQ, such as charges, new client information, or any updates to a previous client's account.
• Perform any routine front office duties that are required throughout the day, including delivering messages, restocking of forms/merchandise/office supplies, etc, refiling medical charts.
• Maintain a clean, organized work area. Responsible areas include front lobby and reception desk.
• Update and organize charts for shelter animals. Updating medical record in Shelterluv and organizing the paper chart.
• Review and update inventory of all supplies at the reception desk. This includes but not limited to prevention medication, files, pens, paper etc.
• Other duties as assigned.

Skills

Communication skills

Customer service

Attention to detail

Work under pressure

Tools

Windows

Job description

Department: Clinic

Reports To: Clinic Manager

Status: Non-Exempt, Full-time, wage $15.00/hour

POSITION SUMMARY

Under direct supervision of the Clinic Manager, the employee in this position has the primary responsibility of assisting customers in the clinic and on the phones. Other responsibilities include clerical duties, patient check-in/check-out, and data entry.

Tulsa SPCA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ESSENTIAL FUNCTIONS & DUTIES

• Greet and assist all incoming clinic clients in a courteous and helpful manner.
• Answer phone calls, which may involve answering questions, screening, and scheduling appointments.
• Schedule and confirm appointments through Clinic HQ
• Answer all incoming mail, email, and phone calls. All voicemails returned within a timely manner.
• Process credit card payments and prepare daily deposits.
• Maintain the clinic spay/neuter schedule by confirming or declining patient appointments.
• Check-in/Check-out patients, including taking payments, providing invoices, discharge instructions, etc. Enter all information into Clinic HQ, such as charges, new client information, or any updates to a previous client's account.
• Perform any routine front office duties that are required throughout the day, including delivering messages, restocking of forms/merchandise/office supplies, etc, refiling medical charts.
• Maintain a clean, organized work area. Responsible areas include front lobby and reception desk.
• Update and organize charts for shelter animals. Updating medical record in Shelterluv and organizing the paper chart.
• Review and update inventory of all supplies at the reception desk. This includes but not limited to prevention medication, files, pens, paper etc.
• Other duties as assigned.

KEY COMPETENCIES

• Strong communication skills, both verbal and written
• Customer service skills -- Ability to work with staff, adopters, and foster parents
• Strong attention to detail and task orientation.
• Ability to work under pressure.

POSITION REQUIREMENTS

Education/Experience Required

• Must be 18 years or older
• One year of experience in customer service-related field preferred.
• General knowledge of animal welfare helpful.
• Excellent oral and written communication skills required
• Computer experience – Windows-based – preferred.
• Must be self-motivated, time-management and organizational skills required
• Ability to work under pressure
• Must be flexible and be able to work varied schedule

Physical Demands

• Must be able to handle both dogs and cats.
• Must be able to lift 50lbs to waist-height and physically restrain dogs weighing up to 100lbs.
• Inside and outside in all types of weather conditions. Work requires physical work involving: standing, bending, stooping, kneeling, crawling, reaching, pulling, pushing, walking, running. Desk work involving: finger dexterity, full vision, and hearing capabilities.
• Will be working with and exposed to wet and/or humid conditions, loud noise levels, animal bodily fluids, and waste, chemicals, and fumes, may be exposed to animal bites and scratches.

SCHEDULE

FT position. Schedule can vary, shift changes will be necessary sometimes as will work on holidays and at special events which may include some overtime.