VETERINARY RECEPTIONIST – ONCOLOGY

Department: Oncology
Reports to: Client Care Supervisor
This position performs tasks similar to a receptionist and is responsible for facilitating timely and effective communication between the Oncology department and various internal and external sources.
Canada West Veterinary Specialists is an exciting multi-disciplinary specialty referral practice with a dedicated 24-hour ERCC service. We are a certified Level II Veterinary Trauma center as designated per the Veterinary Committee on Trauma (VetCOT). We have 6 specialty departments, including Oncology, Neurology, Diagnostic imaging, Surgery and, Internal Medicine with added services of Rehabilitation therapy and an in-house lab.
With a team of just over 170 staff members we are a group of dedicated and diverse individuals passionate about working together to provide the best patient care and client satisfaction.
JOIN US? Although a busy hospital we take pride in our staff and focus on providing a safe and fun place to build a career.

KNOWLEDGE, SKILLS AND ABILITIES

• Must have excellent communication and client service skills.
• Strong multi-tasking abilities.
• Ability to work in high-paced environment.
• Must have the ability to remain calm in an emergency.
• Must excel at use of new software and technology.
• Ability to recognize and establish priorities.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Attention to detail.
• High level of professionalism.

QUALIFICATIONS AND EXPERIENCE

• Administrative/Reception experience required.
• Medical Office Assistant experience is an asset.
• Graduate of an accredited program for Veterinary Assistants or equivalent is an asset.
• Demonstrated skills, experience and training that would qualify the individual for a position of responsibility.

• Ensures written communications, including referrals, telephone calls, voicemails and emails are forwarded to the appropriate recipient in the service and those responses are forthcoming in a timely manner.
• Receives and returns all incoming and outgoing telephone calls for the Service.
• Provides a timely response to clients after receiving voicemail communication (all messages left during business hours must be returned on the same day, regardless of whether an answer can be provided).
• Ensures all emergent telephone calls and referrals are triaged appropriately and delivered to the specialist on the case.
• With direction from the Specialists, obtains information from or disseminates information to clients, referring veterinarians and their practice staff, CWVS doctors and staff.
• Enters referrals into the computer system, ensuring that all important documentation is attached and prepared for consultation days.
• Provides daily email or telephone updates to clients on status of invoice for hospitalized patients.
• Ensures communication is completed in a timely manner.
• Assists the department in its overall communication with other areas of the hospital.
• Updates client on financial status at time of transfer and of further estimates of financial cost of ongoing care.
• Ensure all Service records are complete, files are organized appropriately and correctly documented as per hospital paperless protocol and procedures.