Veterinary Receptionist

NVA General Practice; Alexandria (VA); On-site; USD 30,000 - 42,000; Full time

Job summary

Belle Haven Animal Medical Centre seeks a Veterinary Receptionist to join our team in Virginia. You will greet clients and patients, manage multi-line phones, schedule appointments, verify records, and handle billing while maintaining a welcoming lobby and accurate data entry.

The role requires empathy, strong communication, and the ability to multitask in a fast-paced environment. Full-time or part-time with rotating Saturdays; experience with medical terminology is a plus.

Qualifications

• Strong communication and interpersonal skills.
• Ability to multitask in a fast-paced setting.
• Comfort with medical terminology and animal care basics.
• Professional telephone etiquette and accurate data entry.

Responsibilities

• Greet clients and patients promptly with a friendly, professional tone.
• Handle multi-line phones: scheduling appointments, inquiries, routing calls.
• Check in/out patients, verify information, collect forms, update records.
• Explain appointment expectations and paperwork to clients clearly.
• Maintain lobby/receiving area; ensure cleanliness and stock levels.
• Schedule appointments, surgeries, tech visits, and follow-ups.
• Manage no-shows and reschedules; communicate changes to team.
• Assist with billing, deposits, and daily cash handling.
• Maintain client confidentiality and follow privacy protocols.
• Record and file medical records, lab results, and invoices within 24 hours.
• Prepare client forms (consent, estimates, health certificates).
• Support go-home instructions and post-visit communications.
• Recognize emergencies and alert medical staff promptly.
• Attend staff meetings and training as assigned.
• Collaborate with staff to maintain smooth client flow.

Skills

Communication

Multitasking

Empathy

Organizational skills

Medical terminology

Animal handling

Telephone etiquette

Team collaboration

Attention to detail

Lift up to 20-30 lbs

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.