Veterinary Receptionist

Veterinary Practice Partners; Warrenton (VA); On-site; USD 25,000 - 32,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

401(k)

Professional development

Pet discount

Job summary

Willow Animal Hospital in Virginia is seeking a compassionate veterinary receptionist to be the friendly front-line for clients and their pets. The role blends administrative precision with empathetic client care in a clinical setting.

You\'ll manage high-volume front desk duties, coordinate with veterinarians and staff, handle payments, and maintain accurate EMR/PIMS records while delivering outstanding service throughout the patient journey.

Qualifications

• Minimum 1 year of experience as a veterinary receptionist.
• Experience with veterinary practice management software (Cornerstone, Avimark, ImproMed, eVetPractice, or ezyVet) preferred.
• Knowledge of veterinary terminology, vaccination protocols, and basic diagnostic procedures.
• Proficiency in appointment scheduling, multi-line phone management, medical records, and payments.
• Proven customer service skills with the ability to stay calm under pressure.
• Strong verbal and written communication skills.
• Comfort handling animals of varying sizes and temperaments.

Responsibilities

• Greet clients and patients, verify/update medical records, and confirm appointment details with practice software.
• Answer and manage a multi-line telephone system and inquiries about appointments, refills, records, and info.
• Process payments, post charges, explain invoices, and schedule follow-ups.
• Communicate medical information compassionately, including in emotionally sensitive situations.
• Maintain EMR and data entry in PIMS; ensure accurate records.
• Coordinate with veterinarians, technicians, and staff to relay client communications and urgent cases.
• Maintain reception area and waiting room cleanliness and organization.

Skills

High-volume front desk

Veterinary receptionist experience

Customer service excellence

Strong communication

EMR/PIMS data entry

Handling sensitive conversations

Tools

Cornerstone

Avimark

ImproMed

eVetPractice

ezyVet

Job description

Veterinary Receptionist

Willow Animal Hospital is seeking a skilled and compassionate veterinary receptionist to serve as the primary point of contact for our clients and their pets. This position plays an integral role in the overall client experience, requiring a professional who can balance administrative precision with genuine warmth across a wide range of interactions — including those of a sensitive or emotionally complex nature.

Qualified candidates will bring demonstrated experience managing high-volume front desk operations, a calm and composed presence under pressure, and a commitment to delivering consistent, high-quality customer service in a clinical setting.

What to Expect

As you join our mission, expect to be supported in your work and home life with:

• A comprehensive benefits package, including medical, dental, and vision insurance
• Paid time off and a 401(k) plan for full-time employees
• Professional development opportunities
• Employee pet discount because we know your pets are family, too.

Salary : $18 - $23 per hour, determined by the candidate’s skills, experience, and qualifications. Schedule: Full-time, 5 days per week, including 1–2 Saturdays per month. Monday–Friday, 8:00 AM–6:00 PM, with rotating Saturdays from 8:00 AM–6:00 PM.

Responsibilities

• Greetand check in clients and patients, verify and update medical records, and confirm appointment details using practice management software
• Answer and manage a multi-line telephone system, responding to inquiries regarding appointment scheduling, prescription refill requests, vaccination records, and general hospital information
• Perform client check-out, including processing payments, posting charges, explaining invoices, and scheduling follow-up appointments
• Communicate medical information, diagnoses, and care instructions accurately and compassionately, including in emotionally sensitive situations such as euthanasia scheduling and end-of-life discussions
• Maintain accurate electronic medical records (EMR) and ensure timely data entry in the veterinary practice information management system (PIMS)
• Coordinate with veterinarians, veterinary technicians, and support staff to relay client communications, flag urgent cases, and maintain efficient patient flow
• Maintain cleanliness and organization of the reception area and waiting room to ensure a positive client experience

Qualifications

• Minimum 1 year of experience as a veterinary receptionist is required
• Experience with veterinary practice management software; Cornerstone, Avimark, ImproMed, eVetPractice, or ezyVet preferred
• Knowledge of veterinary medical terminology, vaccination protocols, and basic diagnostic procedures
• Proficiency in appointment scheduling, multi-line phone management, medical records management, and payment processing
• Proven customer service skills; ability to manage high-volume client relations with composure and accuracy
• Strong verbal and written communication skills, including active listening and conflict resolution
• Comfortable handling animals of varying sizes, breeds, and temperaments, including fearful or reactive patients

About Willow Animal Hospital

When you trust our veterinary practice in Vint Hill, VA with your pet’s general medical care, you’re choosing a team made up of general veterinarians with advanced skills, attentive veterinary assistants and technicians, and a knowledgeable, caring office staff—all dedicated to supporting a long, healthy, and happy life for your beloved companion. In addition to comprehensive everyday care, we partner with a traveling surgical specialist who visits monthly to perform advanced procedures, and we coordinate referrals to trusted specialists when additional expertise is needed.

We are dedicated to establishing a culture that celebrates all forms of diversity and allows us to be an inclusive service provider in this community.

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