Veterinary Receptionist

Willow Animal Hospital; Warrenton (VA); On-site; USD 25,000 - 32,000; Full time

Benefits offered by this job

Health, Dental, Vision Insurance

Paid Time Off

401(k) Plan

Employee Pet Discount

Job summary

Willow Animal Hospital, LLC in Warrenton, VA seeks a skilled veterinary receptionist to be the friendly first contact for clients and their pets. You will balance administrative precision with warmth, manage high-volume front desk tasks, and support pet owners through medical visits.

The role includes phone handling, medical records, payments, and coordinating with veterinarians and staff; a caring demeanor and strong communication are essential.

Qualifications

• Minimum 1 year of experience as a veterinary receptionist is required.
• Experience with veterinary practice management software is preferred.
• Knowledge of veterinary terminology, vaccination protocols, and basic procedures.
• Proven customer service skills and ability to manage high-volume client relations.

Responsibilities

• Greet and 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; handle scheduling, refill requests, vaccination records, and general information.
• Process payments, post charges, explain invoices, and schedule follow-up appointments.
• Communicate medical information compassionately, including end-of-life discussions when appropriate.
• Maintain electronic medical records (EMR) and timely data entry in the PIMS system.
• Coordinate with veterinarians, technicians, and staff to relay messages and maintain patient flow.
• Keep reception area clean and organized to ensure a positive client experience.

Skills

Front desk experience

Customer service

Communication skills

Calm under pressure

Education

High school diploma

Tools

Cornerstone

Avimark

ImproMed

eVetPractice

ezyVet

Job description

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
• 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.