Veterinary Receptionist

Cota Coaching and Consulting; Sioux Falls (SD); On-site; USD 19,000 - 28,000; Full time

Job summary

Upleash Veterinary Hospital is seeking a proactive Veterinary Receptionist to be the welcoming face of the clinic and to orchestrate the flow of the lobby. You will manage client check-ins/outs, support the Hospital Manager with administrative tasks, and ensure a smooth front office operation while upholding elite veterinary care.

The role requires strong communication, empathy, and organizational skills, with experience in a medical or veterinary front office preferred.

Qualifications

• Excellent verbal and written communication with empathy and professional phone etiquette.
• Excellent interpersonal and customer service skills, able to stay calm in emotional or high-stress situations.
• Strong organizational skills and attention to detail, especially with finances and medical records.

Responsibilities

• Greet clients and be the primary face of the hospital.
• Manage the appointment calendar and optimize scheduling.
• Consult with doctor/technician when triage is needed and route appropriately.
• Assist Hospital Manager with daily administrative duties like filing and data entry.
• Process client payments and manage check-in/check-out.
• Communicate medical instructions and follow-up reminders to clients.

Skills

Empathy & communication

Customer service excellence

Organization

Multitasking

Phone etiquette

Tech savvy

Medical terminology (basic)

Education

High School diploma

Tools

Instinct PMS

Job description

At Upleash Veterinary Hospital, we provide advanced, relationship-centered care that honors pets and their owners alike. Our locally owned practice is built to restore trust, connection, and clarity to the veterinary experience. By combining rigorous medical expertise with personal service, we are re-centering our profession around what matters most: compassion, transparent communication, and care at both ends of the leash.

Job Summary:

As the face of Upleash, our Veterinary Receptionist does must more than just answer phones - you actively orchestrate the flow our entire hospital lobby. Beyond managing the client schedule and checking clients in and out, you will work closely with the Hospital Manager to provide crucial administrative support. We are looking for a proactive professional who takes the initiative to keep the front office running smoothly and ensures every client experiences elite veterinary care.

Duties and Responsibilities:

• Acts as the primary face and voice of Upleash Veterinary Hospital, greeting clients and patients warmly upon arrival.
• Manage the appointment calendar, optimizing the schedule to maximize patient care and clinic efficiency.
• If triage over the phone is necessary, they will consult with a doctor or technician to determine the urgency of medical cases and routing them appropriately to the medical team.
• Assist the Hospital Manager with daily administrative duties, including filing, managing medical records, and data entry.
• Process client payments and manage the check in/check out process.
• Communicate medical instructions and follow-up reminders to clients as directed by the Veterinary Team.
• Maintain the cleanliness and professional appearance of the lobby, front desk area, coffee room and front restrooms.
• Perform other related duties as assigned.

Required Skills and Abilities:

• Excellent verbal and written communication skills with focus on empathy and professional phone etiquette.
• Excellent interpersonal and customer service skills, with the ability to remain calm in emotional and high-stress situations (e.g., grieving owners or emergencies).
• Excellent organizational skills and extreme attention to detail, especially regarding financial transactions and medical records.
• Excellent time management skills with a proven ability to multi-task (answering phones while checking in clients).
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite and ability to quickly learn Veterinary Practice Management Software (Instinct).
• Basic understanding of veterinary terminology and common procedures (preferred but can be trained).

Education and Experience:

• High School diploma or equivalent required.
• At least two years of customer service experience required; previous experience in a medical or veterinary front office is highly preferred.

Physical Requirements:

• Prolonged periods of sitting at a desk or working on a computer.
• Must be able to lift up to 15 pounds at times
• Ability to handle the sights, sounds, and smells of a veterinary hospital.