Pet Care Concierge & Appointment Specialist

Wellhaven-Pet-Health---Coon-Rapids; Coon Rapids (MN); On-site; USD 25,000 - 30,000; Full time

Job summary

WellHaven Pet Health - Coon Rapids is seeking a Receptionist to be the first point of contact, setting a positive tone for each client’s experience. The role focuses on converting incoming calls into scheduled appointments and educating clients to encourage ongoing engagement and repeat visits.

You will manage call handling, scheduling, cashier duties, and maintain accurate medical records while collaborating with the veterinary team to ensure smooth patient flow and a welcoming clinic

Qualifications

• Convert incoming clients calls into scheduled appointments.
• Multi-task in a fast-paced environment while maintaining accuracy.
• Remain calm and focused during high call volumes.
• Learn new computer software systems (PIMs, scheduling) and use them to streamline client calls and appointments.

Responsibilities

• The primary purpose of this role is to fill the client schedule each day.
• Greet clients and patients positively, ensuring every client feels welcome.
• Maximize client call conversion by effectively managing incoming phone calls and scheduling appointments.
• Promote the practice’s Care Companion Plans and services during calls.
• Perform weekly proactive reminder phone calls to clients coming due or overdue for services.
• Administer receptionist duties, including patient intake and discharge, ensuring smooth transitions.
• Facilitate client education and utilization of the online pharmacy.
• Handle cashier duties, including cash drawer reconciliation and opening/closing processes.
• Maintain accurate medical charts for all patients and ensure thorough documentation.
• Work with the veterinary team to streamline patient flow and enhance the client experience.
• Ensure the reception area is clean and inviting.

Skills

Call conversion

Multi-tasking

Calm under pressure

Tech aptitude

Education

High School Diploma or equivalent

1+ years customer service experience

Veterinary experience a plus

Job description

WellHaven Pet Health - Coon Rapids is seeking a Receptionist to be the first point of contact, setting a positive tone for each client’s experience. The role focuses on converting incoming calls into scheduled appointments and educating clients to encourage ongoing engagement and repeat visits.

You will manage call handling, scheduling, cashier duties, and maintain accurate medical records while collaborating with the veterinary team to ensure smooth patient flow and a welcoming clinic