Job Title: Exam Room Assistant
Reports To: Practice Manager and Practice Owner
Assist and carry out those tasks required to maintain client communications, patient care, and hospital inventory as determined by veterinarians.
OUTPATIENT CARE RESPONSIBILITIES, which include case presentation at rounds, rooming and admitting patients/ clients, TPR, medication administration, filling prescriptions, and client education, including estimates, side effects, drugs, conditions, etc.
DIAGNOSTIC SERVICE RESPONSIBILITIES, which include collections and processing of blood, urine, tissue, or fluid samples, in house differentials, and performing diagnostic procedures, such as fine needle aspiration, biopsy, bone marrow aspiration, cytology, etc, taking multiple X-RAY images and understanding the patient positioning and alignment for radiological studies, placing IV catheters,
PATIENT HANDLING DUTIES, which include assisting veterinarians and other technicians in handling patients for procedures, exams, xray, sample collection, etc, using safety equipment such as muzzles when needed keep patients warm and dry, monitor patients for needing to go out for elimination.
PATIENT LIASON DUTIES, which include recording all client conversations, patient procedures, patient observations, etc. in medical records, calling clients to update on patient condition, communicating drop off and pick up times, creating and executing reminder phone calls, assisting the veterinarian with client phone calls and questions, and maintaining/ creating client information packets, discussing pre-anesthetic lab work with clients, communicating post-operative care instructions to clients
APPOINTMENT SCHEDULING: Scheduling new and existing patients on the phone and in person, collecting data, placing reminder calls 1 day before, making recheck appointments at the time of check-out, and tracking and rescheduling cancelled appointments. Exam Room Assistants play an integral role in scheduling recheck appointments, and performance evaluations will be based on success in this vital role!
INVENTORY AND SUPPLY DUTIES, which include maintaining a clean and orderly practice, checking inventory supplies, maintaining supply lists, stocking of rooms, treatment rooms, front office etc., and maintaining the controlled drug log per DEA requirements.
PATIENT BILLING DUTIES, which include creation of estimates and invoices for all services rendered, bringing patients to clients after payment, and charge verification with outside labs and services.
MEDICAL RECORDS: Recording all conversations with clients in the medical records, recording messages and patient updates, obtaining medical records from referring practices, alerting referring practices of patients euthanized at our practice, fax records when requested
In addition to exam room duties, Exam Room Assistants are asked to assist the receptionists with the following:
WELCOMING CLIENTS: Knowing client and patient names and the reason for their visit, assisting with coffee, restroom, etc, smile and be empathetic and comforting
PHONES: Place priority on answering the phone before the 4th ring, ensure that appropriate coverage exists to phones are never left unanswered, check and process voicemail, triage phone calls for techs and DVMs and degree of urgency. Process all client phone requests and document all phone conversations with clients in the medical record.
HOUSEKEEPING: Maintain a clean and tidy reception desk and lobby, free from animal hair and bodily waste, ensure coffee station is clean and stocked, assist technicians in cleaning the exam rooms.
FAX/ EMAIL/ MAIL: Mail medications, information, etc to clients, other practices, etc., answer or triage emails in general contact box, alert DVMs to incoming faxes via email, process incoming mail, ensure outgoing mail is retrieved by post office
SOCIAL MEDIA: Create Facebook and twitter posts on behalf of the practice, assist clients in filing out Social Media Waiver, take photos of each pet for the record
FINANCIAL MANAGEMENT: Collect payment at the time of service, assist clients with filing out CareCredit applications, settle merchant credit machine at the end of each day, maintain accurate financial records regarding the cash drawer, compile daily checks and credit card reports and give to Practice Owner at the end of the day unless instructed otherwise.
OTHER POSSIBLE DUTIES, which include completing available continuing education, and other duties assigned to you.
DISCLAIMER: This job description is not meant to be an all-inclusive listing of duties expected of this position. This job description, the duties and expectations may change at any time.