Job Description

Days/Hours: Tuesday to Saturday, 5:00am to 1:30pm

Essential Functions

Front Desk & Call Center (Lewis Small Animal Hospital, Piper Equine Hospital, and Large Animal Hospital) 

• Delight clients and visitors by welcoming them to the VMC and provide a caring, reliable, and knowledgeable first contact point. 
• Efficiently and accurately check-in / admit patients ensuring all quality standards are met and established protocols are followed, including verifying rDVM, client, and patient demographics, and ensuring the billing process is initiated.
• Assist with accurate electronic medical record keeping by ensuring all authorization forms are updated, signed and completed. Follow service guidelines to ensure that records are correctly downloaded, saved, scanned, and/or forwarded to internal services and staff.
• Utilize established protocols for walk-in clients seeking Emergency/Critical Care and Urgent Care services, or those who may be seeking other services and information. 
• Notify proper personnel of the client/patientâ™s arrival, following specific guidelines. 
• Give parking permits to all appropriate clients.
• Place required documents in patient medical records.
• Prepare medical records with appropriate forms for the service the patient is seeing.
• Register visitors as they enter the hospital and notify proper personnel of arrival.
• Assist clients with prescription pick-up and payment, including initiating contact with Pharmacy and After Hours Dispensary staff.
• Give directions to vendors, clients and visitors.
• Maintain appearance of front desk and lobby areas according to VMC cleanliness, health, and safety standards.
• Help to maintain service/department schedules.
• Answer incoming calls from within the VMC (staff, students, clinicians calling the front desks or call center).
• Follow hospital guidelines for collecting payments and discharging patients. 
• Problem solve routine issues and escalate issues as needed/appropriate. 
• Facilitate in-person and remote admission, visitation, and discharge of Large Animal Hospital patients.
• Use established protocol for calling in after-hours staff, including specialty teams, Customer Contact Center staff, The Raptor Center, and the Veterinary Diagnostic Lab.
• Follow accounting protocols for processing payments and deposits, opening/closing registers, and handling cash. 
• Triage incoming small and large animal emergency cases; utilize internal triage tracking system as appropriate.
• Enter emergent and urgent appointments and consults on schedules for the Lewis Small Animal Hospital, Large Animal Hospital, and West Metro Equine Practice as appropriate; notify client of emergency processes, including reading required scripts.
• Process scheduling requests via phone and email based on standards and guidelines for each service. 
• Process general information calls and emails by answering questions, taking messages, and redirecting incoming inquiries as appropriate.
• Process appropriate paperwork for new and existing clients.
• Answer questions and explain procedures for interns, senior veterinary students, and student technicians.
• Act as liaison between clients, referring clinics, and clinicians.
• Recognize, document, and alert supervisors of trends in client calls, emails, or faxes.
• Facilitate shadow experiences for new and existing staff within the VMC.
• Ability and willingness to cross train and assist in other areas as assigned.
• Other duties as assigned.

Salary range: $21.90-$22.78

All required qualifications must be documented on application materials.

Minimum Qualifications:

High School diploma / GED and two (2) years of clerical office experience or medical appointment scheduling experience. Veterinary or medical training/education may be substituted for some of the years of experience. 
Must have reception experience i.e. high volume telephone and face-to-face meet and greet customer service experience. Must have experience with and be proficient in Microsoft Office programs or similar software. General knowledge of the Google platform, including Gmail. Experience and comfort working with animals. 

Preferred Qualifications/Selection Criteria :  

• Veterinary call center, front desk, or admissions experience. 
• Customer service orientation, outstanding interpersonal skills, and problem solving skills.  
• Experience working effectively in a fast-paced environment, including the ability to multi-task and reprioritize tasks to meet job expectations and service goals. 
• Willingness and ability to cross train and assist in other client areas as assigned. 

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

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