Veterinary Receptionist

About the role

• Live with Grace Animal Hospital
• Veterinary Receptionist (Full-Time)
• Port St. Lucie, FL | Tradition

Position Summary

Welcome with warmth. Communicate with clarity. Support with grace.

The Receptionist is the first and last impression of Live with Grace Animal Hospital, setting the tone for every visit and phone call. This role is ideal for someone who thrives in a client-centered, fast-paced environment and takes pride in creating calm, positive experiences for pets and their people.

Receptionists are central to the hospital's success, connecting clients with our medical team, managing appointments and communications, and ensuring each interaction reflects our mission: Fear Free care for pets and their people. This position plays a vital part in supporting hospital flow, fostering trust, and maintaining a seamless connection between front-of-house service and clinical excellence.

Core Responsibilities

Client Experience & Communication

• Greet every client and pet with warmth, professionalism, and compassion, creating a calm and welcoming environment.
• Manage the check-in and check-out process, ensuring accurate billing and efficient client flow.
• Answer phones and emails promptly, providing accurate information, directing calls appropriately, and maintaining a friendly, professional demeanor.
• Schedule and confirm appointments to optimize the daily workflow of the hospital.
• Communicate clearly with clients about wait times, next steps, and treatment updates.
• Process payments, deposits, and financial transactions accurately and securely.
• Assist with client education, reinforcing doctor or technician instructions and offering resources in alignment with Fear Free principles.
• Handle client concerns or questions with empathy and professionalism, escalating when appropriate.

Administrative & Operational Support

• Maintain accurate client and patient records in the hospital's practice management system (ezyVet).
• Prepare patient files, consent forms, and documentation for upcoming appointments and procedures.
• Coordinate communication between the medical team and clients to ensure smooth hand-offs.
• Manage prescription refill requests, record transfers, and follow-up communications.
• Maintain lobby cleanliness, scent control, and organization to ensure a calm, spa-like experience.
• Support inventory needs at the front desk, including retail displays, handouts, and forms.
• Adhere to hospital protocols, confidentiality standards, and infection-control procedures.

Team Collaboration & Hospital Flow

• Partner with veterinarians, technicians, and assistants to maintain seamless coordination between front and back of house.
• Participate in team meetings, daily huddles, and training sessions to promote communication and consistency.
• Model positivity, professionalism, and emotional intelligence, especially under pressure.
• Contribute ideas that enhance workflow efficiency, client experience, and hospital culture.

Training & Career Development

At Live with Grace, your growth matters as much as your work. As a Receptionist, you'll receive:

• Structured onboarding and hands-on mentorship focused on Fear Free client interactions and communication excellence.
• Ongoing training in veterinary terminology, scheduling protocols, and patient care coordination.
• Opportunities to advance into full-time Receptionist as the practice grows.
• Support for Fear Free and other professional certifications sponsored by the hospital.

Qualifications

• 1+ year of experience in a veterinary, healthcare, or customer service role preferred.
• Exceptional communication and interpersonal skills, with a calm, compassionate approach to clients and pets.
• Strong multitasking, organizational, and problem-solving abilities in a fast-paced environment.
• Comfortable with technology, including phones, credit card terminals, and veterinary practice management systems (ezyVet experience a plus).
• Reliable, punctual, and professional in appearance and demeanor.
• Dedicated to the Live with Grace mission and Fear Free philosophy, delivering service with empathy, respect, and grace.
• Available to work on weekends. We are open on Saturdays form 9am - 1pm.
• High school diploma or equivalent required; additional coursework or certification in office administration, hospitality, or veterinary assisting preferred.

Physical Requirements

• Ability to stand, sit, or walk for extended periods during shifts.
• Must be able to lift up to 30 lbs. and assist with occasional pet handling at the front desk
• Capable of maintaining focus in a dynamic environment with frequent interruptions.