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Veterinary Receptionist

Ness Exotic Wellness Center PC
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Illinois, USA
Aug 13, 2026
Admin-Clerical

Job Description

Job Description
Veterinary Receptionist position available 
Customer service oriented receptionist for busy exotic animal/holistic care practice in Lisle. Candidates should have experience with multi-line telephones and client interactions of a typical veterinary office. Minimum requirements include a high school diploma, customer service, clerical and computer skills. This position includes days, evenings and rotational Saturday hours
Resumes can be submitted by email to [email protected]


Job description:


The receptionist’s main responsibility is to be accurate and cheerful and to maintain a smooth, well-planned, and orderly flow of clients and patients.

General Accountabilities

Reception area

  • Greet clients and pets by name.
  • Maintain computer and workstation in clean and organized manner.
  • Inform clients of expected waiting time if the doctor(s) is(are) behind schedule and provide timely updates as needed.
  • Maintain the appearance and cleanliness of the waiting room and reception area.
  • Report any required repairs to the appropriate person.
  • Re-stock products, office supplies, client education materials, brochures, and so on.
  • Notify appropriate person of low inventory.
  • Clean windows in waiting area and doors & windows in entry foyer.
  • Maintain water feature, living plants, client magazines and other items in reception area.
  • Maintain water cooler and provided assortment of teas, hot cocoa and lemonade.
  • Working knowledge of point of purchase items and diets offered in order to address client questions and promote sale of said items.
  • Clean and stock client bathroom.
Phone

  • Receive all incoming calls.
  • Answer phone calls in a timely manner.
  • Minimize time that clients are kept on hold and check back regularly if having to wait.
  • Screen and direct calls to appropriate doctor or staff member.
  • Proficiently discern client and patient needs to optimize time taken on phone calls and schedule appointments appropriately to accommodate both the doctor schedule and client needs.
  • Obtain pertinent patient information in assessing emergency status prior to approaching doctor or technician about scheduling emergency visit.
  • Check voicemail messages first thing in the morning.
  • Check clinic email throughout the day and respond or forward to the appropriate party.
Schedule appointments

  • Maintain computerized appointment schedule according to hospital policy.
  • Check Demand Force in morning for requested appointments and contact client to verify appointment date and time.
  • Verify client contact information when making appointments.
  • Contact scheduled next day appointments with reminder of time and requirements, for example, stool samples for fecal tests.
  • Contact scheduled pre-surgery appointments with reminder of time and required care, for example, withholding food and water.
  • Send out annual reminder notices to clients.
Files and correspondence

  • Pull client charts for daily scheduled appointments. As clients arrive, update the existing file or collect necessary information to prepare a new file. Verify client contact information when checking into clinic, then update computer and paper record.
  • After client visit, update and re-file patient record and computer file. Complete all filing, including paid invoices, radiographs, lab reports, and correspondence.
  • Process records to and from referring hospitals.
  • Process all incoming faxes, mailed records or emails,
  • Prepare welcome letters, thank-you letters, condolences, and other correspondence for the doctor, practice manager, or client care coordinator’s signature.
  • Copy and mail (or fax) patient records at client request.
  • Use the computer software system to accurately and efficiently search for information.
  • Prepare Client Education packets and other business related paperwork.
  • Back Up computer software at end of day.
Financial responsibilities

  • Enter payments accurately.
  • Review invoices with clients and collect payments.
  • Take prepayments for Holistic Exam appointments and other prepaid services.
  • Take deposit for hospitalized or surgery patients.
  • Accurately prepare daily deposit slip for bank.
  • Process credit card transactions at end of day.
  • Close out end of day business transactions.
About Ness Exotic Wellness Center PC
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