Office Manager

JOB DESCRIPTION
OFFICE MANAGER

REPORTS TO: Practice Manager

POSITION OVERVIEW

The Office Manager is the first contact with Pet Medical Center of Edmond and should be friendly, professional, courteous and able to handle many tasks at once with numerous interruptions while appearing unruffled. The Office Manager (OM) is the right hand for the Practice Manager (PM) and will handle a wide variety of tasks and duties.

RESPONSIBILITIES

  • Answers telephones and place calls quickly, efficiently and in a professional and friendly manner, using a multi-line telephone system.
  • Screens calls to determine which should be handled by other staff members; follows established policies and procedures in referring clients for immediate treatment of animals when requests are accompanied by descriptions of acute symptoms.
  • Answers client’s inquiries about hospital policies, basic pet care questions, costs of immunizations and spays/neuters.
  • Upholds protocols and standards set out by Pet Medical Center of Edmond
  • Receives and transmits telephone and fax messages accurately and promptly.
  • Greets clients, enters or update client and pet information into practice computer system, escorts to examining room.
  • Proper medical records maintenance including documenting conversations with clients, scanning in documents as necessary, and entering on-line pharmacy requests.
  • Completes the monthly employee schedules and handles all time-off requests.
  • Prepares health certificates, immunization certificates, laboratory reports, and euthanasia certificates, appointment paperwork
  • Responsible for sympathy cards and paw print picture frames.
  • Maintains accuracy of financial reports including end or day, month, and year reports as needed.
  • Prepares client invoices and obtain payments after services performed.
  • Performs over-the-counter selling of specialty merchandise, exercising a technical knowledge of products sold.
  • Maintains the appearance of the business office, professional, pressed scrubs with clinic name and employee name.
  • Displays a positive, team player attitude daily
  • Financial accountability for daily balancing of cash drawer, collection of payments.
  • Enter and provide weekly comparisons for the PM and doctors
  • Assist in training the CCS and Kennel staff
  • Assist PM with hiring, firing, and all conflict resolutions for CCS and Kennel staff
  • Attends clinic sponsored events such as client education events, community outreach, and any other events requested by management
  • Performs other duties as assigned such as accuracy of client and pet contact and billing information, front desk organization, teamwork, problem-solving, participation in staff meetings and special projects and assignments as needed

POSITION REQUIREMENTS

EDUCATION REQUIREMENTS

  • High school diploma or equivalent
  • 3 years reception experience
  • Completing 2 hours of continuing education courses per quarter

EXPERIENCE REQUIREMENTS

  • Significant experience with basic office functions in a busy office environment.
  • Previous receptionist and veterinary practice experience are preferred but not required.

PERSONAL REQUIREMENTS

The OM must be able to:

  • Feel and express a genuine liking for animals and for working in an animal care environment.
  • Deal intelligibly, pleasantly and efficiently with clients on the telephone and in person, often doing several things at one time.
  • Display tact and diplomacy with staff members and clients.
  • Show professionalism to other employees to provide a level of maturity.
  • Understand and carry out oral and written directions.
  • Work almost constantly in the presence of other staff members and clients.
  • Be flexible in attitude and work habits.
  • Quickly learn how to pronounce, know the meaning of and spell commonly used veterinary terms.
  • Perform basic computer skills, type 45 words per minute and to use a 10 key calculator.
  • Physical Effort: Work requires lifting, squatting, twisting and carrying records and equipment weighting up to 30 lbs; requires sitting or standing for extended periods of time.