Veterinary Receptionist Supervisor

Job Description We are looking for a personable and skilled Veterinary Receptionist Supervisor to join our team! As the primary point of contact at our clinic, you will play a crucial role in ensuring every client interaction‑whether over the phone or in person results in a positive and memorable impression. Your ability to create a welcoming environment and deliver exceptional service will be key to our success. A successful Supervisor must possess strong communication and leadership skills to guide the team effectively while demonstrating organizational abilities and a commitment to customer relations as well as patient care. Key responsibilities include managing staff schedules, ensuring the appropriateness of practice schedules, assisting with hiring and training new employees, addressing performance issues, auditing end‑of‑day procedures, updating training materials, and maintaining a focus on exceptional customer service across the team. Ideal candidates should possess a minimum of three years of relevant experience in veterinary settings, such as clinics, hospitals, or shelters, and are encouraged to apply if they have experience in human medical fields as well. The role emphasizes collaboration and teamwork, requiring strong leadership and customer service skills enabling you to make a significant positive impact on the lives of both patients and owners daily. Ideal applicants should be motivated, energetic, compassionate, eager to foster professional growth and contribute to a supportive workplace culture. Veterinary Receptionist Supervisor Responsibilities Work on the floor to assist, train, and supervise the CSR team Review applications and select interview candidates Conduct employment interviews with the Practice Manager Ensure new hire documentation is completed accurately Update the training manual as needed Assume oversight for personnel training at the front desk Assess ongoing training needs of staff Review the practice schedule to ensure DVM appointments are evenly planned throughout the week Address performance issues under the guidance of the Practice Manager Ensure accurate end‑of‑day reports Facilitate coverage for staff lunch breaks, absences, and last‑minute schedule changes Manage accounts receivable under the direction of the PM Order office supplies Recommend technological updates for more effective operations Support special administrative projects for marketing Gather monthly statistics Conduct monthly staff meetings Participate in monthly Supervisor Team Meetings, Team Leadership Meetings, and Staff Meetings Veterinary Receptionist Responsibilities Telephone Communication Answer incoming telephone calls by the third ring, using proper telephone etiquette Operate a multi‑line telephone system Place callers on hold, transfer calls, and page staff members Takes and routes messages for veterinarians and staff members Client Relations Follow established hospital guidelines for communicating with clients in various situations (e.g., general inquiries, scheduling appointments, routine and non‑routine medical questions, patient emergencies, prescription refills) Handle basic questions regarding hospital services, fees, and animal care in accordance with hospital policies Direct other questions to a veterinarian, Practice Manager, or other staff member as appropriate Use active listening skills to obtain all necessary medical and personal information from the client Discern potential client problems, complaints, or questions and handle them appropriately Relays medical instructions, itemizes the client’s statement, reviews it orally with the client, and informs the client about hospital policies (pre‑operative instructions, payment and credit policies, vaccination policies) Communicate with clients as needed regarding invoices and the medical status of their pets Makes calls to clients on a timely basis from a call‑back list Provides clients with any information or instructions they will need before appointments Contact clients to schedule re‑check appointments, confirm appointments, and provide pre‑surgical instructions Maintain knowledge of current wellness‑care standards and common medical problems Maintain current client contact information Appointment Scheduling Schedule outpatient, surgical, and hospitalized patients using a computerized scheduling program Schedule appointments in accordance with established hospital guidelines, allocating appropriate time based on visit type Schedule appointments to meet client needs while maximizing veterinarians’ and staff members’ time efficiencies Recordkeeping and Filing Accurately enter and retrieve records and reports, enter fees and charges, and maintain the database Retrieve and re‑file medical records accurately and promptly Update client files and patient records as needed Scan medical documents Email medical records to requesters with client permission Procedures and Protocols Adhere to all hospital policies, standards, and procedures, including dress code, grooming, smoking, and personal call policies as stated in the hospital procedures manual Communicate basic patient preventative care protocols to clients Maintain knowledge of the practice’s products and services Improve veterinary knowledge by taking advantage of staff meetings and in‑house training Patient Admittance Complete required forms (new client form, patient visit form, client report) and obtain all necessary information; note source of client referrals Obtain medical and vaccination histories, recognize and note any procedures due for the patient Follow hospital policies regarding patient admittance (e.g., vaccination status) Relay all necessary information to veterinarians and technicians Triage urgent‑care patients and communicate with the medical team as appropriate Cash Handling Accept payments from clients Accurately process cash, checks, charge‑card payments, and credit account payments Perform end‑of‑day procedures each evening (balance cash drawer, run daily reports, prepare and deposit bank as needed, present reports and deposit receipts to the Practice Manager) Facility Maintenance Assist staff with cleaning and straightening public areas of the practice (front desk, reception area, client restrooms, exam rooms) Open the practice and set up for the morning as directed Close the practice for the evening as directed Personal Conduct Serve as a representative of the hospital, displaying courtesy, tact, consideration, and a positive attitude in all interactions with clients, patients, and other staff members Demonstrate initiative in everyday duties by seeking other work during downtime, assisting other employees, and filling in for others as needed Adhere to the posted work schedule; arrive for work promptly and begin work at the scheduled start time; follow hospital policies for reporting lateness or absences Utilize Workday to clock in and out at the beginning and end of each day as well as during breaks Organize work area and exercise time‑management skills to maximize personal efficiency Prioritize tasks and handle multiple tasks in a calm, organized manner Qualifications & Requirements Excellent verbal and written communication skills Dedication to excellence in client service Ability to properly prioritize and complete tasks simultaneously Ability to solve problems and adapt to multiple situations Knowledge of principles and processes of animal handling/patient care and common veterinary drugs Focus on operational and organizational excellence Demonstrates patience and empathy, strengths necessary for this position High school diploma Degree in veterinary or relevant field (preferred) 3 years of customer service experience 1 year of veterinary medicine experience 1 year of leadership experience (preferred) Compensation & Benefits Competitive pay ($22‑24/hour) with additional performance‑based bonuses 401(k) with company match CE allowance for professional growth opportunities Employee pet discounts #J-18808-Ljbffr Stryker Corporation