Veterinary Receptionist

Working Hours : 10.00 AM to 11.00 PM
Working Days : Friday, Saturday, Sunday

Client Communication and Service:

• Greet clients and their pets with a welcoming attitude, ensuring they feel comfortable upon arrival.
• Answer phone calls, emails, and messages professionally, providing information or directing inquiries to the appropriate staff.
• Handle client questions regarding services, treatment options, and general care for their pets.
• Maintain confidentiality of client and patient information in line with clinic policies.

Appointment Scheduling:

• Manage appointment bookings, ensuring proper scheduling to avoid overbooking and long waiting times.
• Confirm and remind clients of upcoming appointments via phone, email, or text.
• Coordinate emergency and walk-in cases while balancing regular appointments.
• Inform the veterinary team of any special needs or circumstances regarding clients or their pets.

Client Check-In and Check-Out:

• Assist clients with checking in for appointments, ensuring all necessary information is provided.
• Ensure clients complete the required forms or update patient records as needed.
• Process check-out, including handling payments, issuing receipts, and scheduling follow-up appointments if necessary.

Record Management:

• Maintain accurate and up-to-date client and pet records, both in the clinic’s system and in physical files when applicable.
• Update vaccination records, treatment histories, and client contact information as needed.

Payment Processing and Billing:

• Handle billing procedures, including processing payments, issuing invoices, and explaining charges to clients.
• Ensure proper cash handling and balance the cash drawer at the end of the shift.
• Follow up on any outstanding payments or billing discrepancies.

Customer Relationship Management:

• Foster positive relationships with clients by being empathetic, patient, and helpful in addressing their concerns or questions.
• Address client complaints or issues with professionalism, escalating more complex problems to the clinic manager or veterinarian if necessary.
• Encourage loyalty and repeat visits by providing excellent service and building trust with pet owners.

Coordination with Veterinary Team:

• Communicate client and pet information to the veterinary team, ensuring smooth transitions between the front desk and treatment areas.
• Alert veterinarians or vet assistants to any urgent matters or client requests that require immediate attention.

Clinic Administration Support:

• Ensure that the reception area, waiting room, and common areas are tidy, welcoming, and stocked with any necessary materials (e.g., pamphlets, forms).

Emergency Situations:

• Recognize when clients are in need of emergency services and prioritize their cases accordingly.
• Provide calm, clear instructions to clients in distress and assist in managing the flow of urgent cases at the front desk.

Continual Learning and Development:

• Stay updated on clinic procedures, services offered, and any changes in pricing or protocols.
• Participate in customer service and veterinary receptionist training to improve skills and knowledge.

Skills and Qualifications:

• High school diploma or equivalent (required); additional certification or training in customer service is a plus.
• Previous experience in customer service or receptionist roles, preferably in a veterinary clinic or medical setting.
• Strong communication skills, both verbal and written, with an ability to explain complex information in a clear and empathetic manner.
• Excellent organizational skills with attention to detail in scheduling, record keeping, and billing.
• Proficiency in using computers, office software, and scheduling systems.
• Ability to multitask in a fast-paced environment and handle stressful situations with calm and professionalism.
• Knowledge of basic veterinary terminology and procedures is preferred (can be learned on the job).

Job Types: Part-time, Permanent

Pay: RM1,700.00 - RM2,000.00 per month

Benefits:

• Health insurance
• Meal provided
• Professional development

Schedule:

• Rotational shift

Supplemental Pay:

• Overtime pay
• Performance bonus

Ability to commute/relocate:

• Gelang Patah: Reliably commute or planning to relocate before starting work (Required)