Front Office Staff

Responsibilities include scheduling appointments, answering the telephone, setting up new clients and patients, preparing and maintenance of medical records, admitting and discharging patients, filling some office prescriptions, over-the-counter sales, mailings, computer operations, financial transactions, filing, and maintenance of the front office and reception areas.

Other duties:

• Make a good first impression on clients, smile, and be professional. Set a positive tone

• Maintain a professional appearance in both clothing and attitude

• Greet clients and patients warmly

• Be professional, ethical, and friendly always, even in the presence of a difficult client

• Answer phones, get/sort/deliver mail to the addressee, answer emails

• Make all appointments and confirm them via phone call or email before the scheduled date

• Remind owners to fast patients before surgery

• Check voicemail messages and make callbacks promptly to verify the response of patients to treatment

• Promote the practice by attending events, word of mouth, dispensing business cards

• Escort clients into exam rooms

• Check in on clients who are waiting for an extended period and offer refreshments or other things to make client more comfortable

• Enter all data into the computer for clients as we are a paperless office

  • Scan faxes and paper forms, into medical record

• Serve as initial source of information to clients

• Mail or email information to clients

• Understand vaccination protocols, basic lab tests, common diseases, and pet behavior

• Know how to use computers and computer software

• Take payment for services and enter into record

• Perform day-end closeout tasks

• Assist clients as necessary to make their visits easier

• Make list for weekly order of special prescriptions and prescription diets

• Carry food to cars of clients who are not able to do so and help clients and pets out to car if assistance is needed

• Set up new client records

• Setup/verify accuracy of invoices, review invoices as needed at end of the day

• Maintain cleanliness of the front of hospital

• Assist with maintenance of outside of hospital

• Fill medications if technicians are unable to do so

• Verify medication refills

  • If authorized by doctor, call prescriptions in to selected pharmacies

• Assist doctor and/or technicians with certain procedures if necessary

• Understand technician duties

• Attend staff meetings

• When in doubt, ask questions to clarify

• Continually strive to improve

• Make suggestions how hospital can be improved

• Advise veterinarian if a pet or client has a special occasion or life-changing event if they are in the office

• Help veterinarian or other staff members accomplish other tasks to make hospital run smoothly

• Be familiar with other job descriptions

• Read, understand, sign, and follow protocols from the employee manual

• Be environmentally sound when possible