Veterinary Receptionist

NVA Equine; Alexandria (VA); On-site; USD 26,000 - 36,000; Full time

Job summary

Belle Haven Animal Medical Centre is seeking a Veterinary Receptionist to join our team. You will greet clients and patients professionally, manage multi-line phones for scheduling, check-in/out, and verify patient information while maintaining up-to-date medical records.

You will communicate appointment expectations, required paperwork, and wait times, and assist grieving clients with empathy. The role requires handling emergencies, coordinating drop-offs, and ensuring the reception area is

Qualifications

• Experience in veterinary or medical reception preferred.
• Excellent communication and interpersonal skills.
• Ability to multitask in a fast-paced environment.
• Capable of handling confidential information with discretion.
• Team-oriented and professional under pressure.

Responsibilities

• Greet clients and patients promptly in a friendly, professional manner.
• Handle multi-line phones, schedule appointments, and route inquiries to staff.
• Check clients in/out, verify information, and maintain current medical records.
• Explain procedures, paperwork, fasting instructions, and wait times clearly to clients.
• Prioritize emergencies and communicate changes to the medical team.

Skills

Customer service

Phone etiquette

Multitasking

Medical records handling

Team collaboration

Confidentiality

Tools

Practice management software

Job description

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.

National Veterinary Associates (NVA) is a leading North American pet health care company with nearly 1,300 locations spanning general practice veterinary hospitals, Ethos emergency and specialty hospitals, and pet resorts and equine veterinary care. With approximately 40,000 team members, we care for pets and support pet families in communities across the United States and Canada. Our purpose is to give pets and the people who love them more quality years together, and our mission is to make care more personal, easy and accessible while advancing medicine and care across every stage of life. Across NVA, we support our teams with the resources, expertise and opportunities they need to deliver exceptional care and help shape the future of veterinary and pet care.

Purpose: Give pets and the people who love them more quality years together

Mission: Transform the pet family experience to be personal, easy and accessible, while advancing medicine and care across every stage of life.

Values: Care Deeply, Do What’s Right, One Team, Own It, Shape What’s Next

One NVA: Bringing General Practice & Ethos Together

NVA is built to make care personal, easy and accessible, while advancing medicine across every stage of a pet’s life.

At National Veterinary Associates, we want to make sure your experience connecting with us is seamless and straightforward. Here’s what to expect when interacting with us:

• We’ll always reach out via verified LinkedIn profiles or emails ending in @nva.com
• We may also contact you via text message from an identified NVA representative for recruiting‑related communication
• All job opportunities and applications are hosted on our official careers site: careers.nva.com
• There is no cost or confidential information required to apply or be considered for a position

If you have any doubts about a communication, feel free to visit our careers page to verify authenticity or email us at [e-mail]. Thank you for exploring opportunities at NVA!

NVA offers a comprehensive benefits program including medical, dental, vision, a 401k with employer match, and paid time off (including sick time) for all eligible employees.

• The team can provide more information about compensation and benefits for your specific location during the process.
• For positions based in Colorado, NVA provides eligible employees with paid sick and safe leave and public health emergency leave in accordance with the requirements of Colorado's Healthy Families and Workplaces Act.

NVA is an Equal Opportunity Employer.

• All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.
• Pursuant to the San Francisco Fair Chance Ordinance, Los Angeles Fair Chance Initiative for Hiring Ordinance, and any other state or local hiring regulations, we will consider for employment any qualified applicant, including those with arrest and conviction records, in a manner consistent with the applicable regulation.