Veterinary Receptionist

Job Description

Job Description

Description:

Veterinary Receptionist: Turn your love of animals and people into a rewarding career!

Woodinville Veterinary Hospital is an established hospital in Woodinville, WA and part of the Cara Network of Neighborhood Veterinary Practices. We’re well known for the dedicated care we give our community’s animal family members, and as one of Cara’s 10 member hospitals, we’re also known as an exceptional place to work.

In real world talk, that means you’ll get the training and support you need to do your job well. Plenty of opportunities to learn, grow, and advance. Acknowledgement and rewards for those who go the extra mile for our clients and their pets.

• Excellent compensation & benefits including medical, dental, and vision
• Clear expectations and a path to advancement

Our Offer

• Highly competitive salary range of $22.00-$26.00 per hour
• Medical, vision, & dental insurance
• Employee Assistance Program
• Paid Time Off (PTO), up to 80 hours + 10 hours for Personal Celebration Day
• Up to 6 paid floating holidays per year
• 401k + 4% employer match
• Employee pet care discount for up to four personal pets
• Uniform allowance
• Professional Development (CE) reimbursement, up to $500 each year
• Incentive Bonus Program with potential quarterly earnings of up to $700
• Veterinary Medical Clerk License application and renewal reimbursement
• Regular reviews and feedback

Our Location

If you love nature, great food, and a warm, welcoming community, Woodinville is a dream. Surrounded by the Sammamish Valley, it offers world-class wineries, craft breweries, and a peaceful pace just outside Seattle. It’s a favorite for veterinary professionals who want space to breathe while staying connected to a thriving region. 

What We’re Looking For

We want to provide clients and their pets with the kind of exceptional care and service they cannot get anywhere else—so it’s important that you’re as good with people as you are with pets. This means you should be someone who:

• has demonstrable customer service skills
• minimum 1 year of veterinary receptionist experience preferred
• enjoys educating and connecting with people
• communicates effectively
• is reliable and trustworthy
• shows adaptability and resilience
• has an interest in community outreach or marketing

Is That You?

Then please apply with an updated resume as well as a cover letter expressing why you think you’d be a good fit for our team.

Cara Veterinary is an equal opportunity employer. We welcome and celebrate diversity and are committed to creating an inclusive environment for all team members.

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CARA VETERINARY CORE VALUE PILLARS

Put pets first. Our first priority is always with the health, happiness, and comfort of our patients. We have designed the Cara experience with the animal perspective in mind. And our care advice is based only on what is best for the pet.?

Trust the parent. We believe that caring for an animal is a partnership built on mutual trust and humility. We trust parents to make the right decisions for themselves and their pets and invite them to actively participate in care alongside us.?

Authentically human. Caring for a pet involves the full spectrum of emotions, from joy to grief. We must lean into openness, empathy, and compassionate listening. We know when to be fun, and when to be serious. At all times, we foster supportive, positive, and authentically human hospital culture.?

Good neighbors . Although our business is growing, we retain the attitude and spirit of a neighborhood vet. We welcome people in. We get to know our clients' families and are proud to play an active role in our local communities.?

Shake things up . We are always looking for a better way. In an industry that hasn't seen a lot of innovation, we are experimenting with new ways of delivering care, delighting customers, providing unexpectedly human (and animal) touches, and infusing out hospitals with fresh ideas.

Summary of Job Purpose and Function

As a Veterinary Receptionist, your primary role is to be the welcoming face and voice of our practice. You will greet clients with warmth and empathy, assist with various client needs, and ensure efficient phone management. Your responsibilities also include appointment scheduling, maintaining medical records, housekeeping, managing correspondence, and engaging with clients throughout their journey with us. The Receptionist is an integral part of our team, embodying Cara Veterinary's pillars and core competencies, with a relentless focus on the wellbeing and comfort of our patients and their human companions.

Essential Responsibilities and Tasks

Welcoming Clients:

• Know client and patient names and their reason for the visit

• Assist with client needs (e.g., offering coffee, restroom directions)

• Provide a warm and empathetic welcome to clients

Phones:

• Prioritize answering the phone promptly, before the 4th ring

• Ensure phones are never left unanswered, arrange for coverage

• Check and process voicemail messages

• Triage phone calls for technicians and veterinarians based on urgency

• Document all phone conversations with clients in the medical record

Appointment Scheduling:

• Schedule appointments for new and existing patients via phone and in person

• Collect necessary patient data

• Place reminder calls one day before appointments if appointment is not already confirmed through reminder platform

• Forward book each patient for their next appointment at the time of check-out

• Track and reschedule canceled and no-show appointments

Medical Records:

• Record all client interactions in the medical records

• Record messages and patient updates

• Obtain medical records from referring practices

• Alert referring practices when patients are euthanized

• Fax records when requested Housekeeping:

• Maintain a clean and tidy reception desk and lobby

• Ensure the reception area is free from animal hair and bodily waste

• Keep the coffee station clean and stocked

• Assist technicians in cleaning exam rooms

Fax/Email/Mail:

• Mail information to clients and other practices as needed

• Answer or triage emails in the general contact inbox

• Alert veterinarians to incoming faxes via email

• Process incoming mail and ensure outgoing mail is sent to the post office

Financial Management:

• Collect payment at the time of service

• Assist clients with CareCredit applications

• Reconcile the merchant credit machine at the end of each day

• Maintain accurate financial records regarding the cash drawer

• Compile daily checks and credit card reports, and provide them to the Hospital Director at the end of the day unless instructed otherwise

Other Possible Duties:

• Ability to obtain and maintain a Washington State Medical Clerk License

• Perform other duties assigned by supervisors as necessary

• Potential for required Continuing Education courses or seminars