Head Receptionist/Administrator

at  Westbrook Veterinary Clinic

We are looking for a motivated, organized, and compassionate Clinic Coordinator/ Lead Receptionist to join our veterinary team. In this role, you will oversee the day-to-day operations of the clinic, ensuring efficient workflow, seamless communication, and the highest standard of care for our patients. You will coordinate between veterinary staff, clients, and other departments to ensure smooth and effective clinic operations.

Key Responsibilities:

• Clinic Operations Management: Oversee daily clinic operations, ensuring all functions run smoothly, efficiently, and according to established procedures.
• Team Coordination: Act as a liaison between veterinary staff, receptionists, and other clinic departments, ensuring effective communication and collaboration.
• Scheduling & Appointments: Coordinate the scheduling of patient appointments, surgeries, and other procedures, optimizing the clinic’s calendar for efficient patient flow.
• Client Communication: Ensure exceptional customer service by addressing client inquiries, managing appointment follow-ups, and resolving any issues or concerns that arise.
• Staff Support: Assist with managing the clinic’s staff schedules, including coordinating shifts, breaks, and time-off requests. Provide support to veterinary team members and help with training new staff as needed.
• Inventory & Supply Management: Monitor inventory levels for medical supplies, medications, and equipment. Coordinate with vendors to ensure timely ordering and stocking of necessary supplies.
• Billing & Financial Coordination: Assist with patient billing, invoicing, insurance claims, and payments. Ensure accurate records and assist clients with financial inquiries.
• Regulatory Compliance: Ensure the clinic adheres to health and safety regulations, veterinary protocols, and legal requirements. Support staff in maintaining proper documentation and records for compliance.
• Facility Management: Ensure the clinic is clean, organized, and well-maintained. Oversee the overall appearance of common areas, treatment rooms, and patient care spaces.
• Quality Control: Monitor clinic workflows, identify areas for improvement, and implement processes that enhance efficiency, client satisfaction, and patient care.
• Record Keeping: Maintain accurate patient files, medical records, and other administrative documents. Ensure data privacy and security in accordance with clinic policies and regulations.

Qualifications:

• Experience: At least 2 years of experience in a veterinary clinic, preferably in a leadership or coordination role.
• Skills:
• Strong organizational and multitasking skills, with the ability to manage a busy, dynamic environment.
• Excellent communication skills, both verbal and written.
• Proficiency with practice management software and office tools (e.g., Microsoft Office Suite).
• Basic knowledge of veterinary terminology, procedures, and medical records management is preferred but not required.
• Attributes:
• Compassionate, empathetic, and patient-focused attitude, with a love for animals and their well-being.
• Leadership qualities and the ability to motivate and support a diverse team.
• Strong problem-solving abilities and an ability to think quickly under pressure.
• Detail-oriented and committed to maintaining high standards of care and operational excellence.

Benefits:

• Competitive salary
• Opportunities for career development and continuing education
• Employee discounts on veterinary services and products
• Health and wellness benefits
• Supportive and collaborative work environment

If you have a passion for veterinary care and have strong organizational skills, we encourage you to apply for the Clinic Coordinator role. Join our dedicated team and help provide excellent care to our patients and outstanding service to our clients!
Job Type: Full-time
Pay: From $20.00 per hour
Expected hours: 40 per week

Additional pay:

• Bonus pay
• Overtime pay

Benefits:

• Company events
• Dental care
• Extended health care
• On-site parking
• Paid time off

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Front desk: 2 years (required)
• Administrative experience: 2 years (preferred)

Work Location: In person
Expected start date: 2025-01-2

• Clinic Operations Management: Oversee daily clinic operations, ensuring all functions run smoothly, efficiently, and according to established procedures.
• Team Coordination: Act as a liaison between veterinary staff, receptionists, and other clinic departments, ensuring effective communication and collaboration.
• Scheduling & Appointments: Coordinate the scheduling of patient appointments, surgeries, and other procedures, optimizing the clinic’s calendar for efficient patient flow.
• Client Communication: Ensure exceptional customer service by addressing client inquiries, managing appointment follow-ups, and resolving any issues or concerns that arise.
• Staff Support: Assist with managing the clinic’s staff schedules, including coordinating shifts, breaks, and time-off requests. Provide support to veterinary team members and help with training new staff as needed.
• Inventory & Supply Management: Monitor inventory levels for medical supplies, medications, and equipment. Coordinate with vendors to ensure timely ordering and stocking of necessary supplies.
• Billing & Financial Coordination: Assist with patient billing, invoicing, insurance claims, and payments. Ensure accurate records and assist clients with financial inquiries.
• Regulatory Compliance: Ensure the clinic adheres to health and safety regulations, veterinary protocols, and legal requirements. Support staff in maintaining proper documentation and records for compliance.
• Facility Management: Ensure the clinic is clean, organized, and well-maintained. Oversee the overall appearance of common areas, treatment rooms, and patient care spaces.
• Quality Control: Monitor clinic workflows, identify areas for improvement, and implement processes that enhance efficiency, client satisfaction, and patient care.
• Record Keeping: Maintain accurate patient files, medical records, and other administrative documents. Ensure data privacy and security in accordance with clinic policies and regulations