Admin Officer at FMR AGENCY

Job Summary

• This role involves managing appointments, maintaining patient records, handling billing and payments, and assisting with inventory management.
• The Administrative works closely with veterinarians, veterinary technicians, and clients to facilitate efficient office operations and deliver a high level of customer service.

Key Responsibilities
Appointment Management:

• Schedule and confirm appointments for veterinary consultations, surgeries, and follow-up visits.
• Manage the clinic’s appointment calendar, ensuring optimal scheduling to accommodate clients and veterinary staff.
• Communicate appointment details, reminders, and any necessary preparation instructions to clients.

Client Relations and Customer Service:

• Greet clients and their pets, providing a warm and welcoming environment.
• Address client inquiries in person, over the phone, or via email, answering questions about services, products, or appointment availability.
• Assist clients with the completion of necessary paperwork and ensure all information is accurate and up to date.

Record Keeping and Documentation:

• Maintain and update patient records, including medical histories, treatment plans, vaccination schedules, and test results.
• Ensure all documents are properly filed and organized in both physical and electronic systems.
• Prepare and submit insurance forms or other documentation required for patient claims or referrals.

Billing and Payments:

• Process client payments, including handling cash, credit card, and check transactions.
• Prepare and issue invoices, receipts, and billing statements for services rendered.
• Manage outstanding balances and follow up on overdue accounts, ensuring timely payments.

Inventory and Supplies Management:

• Monitor and maintain inventory levels of medical supplies, medications, and office supplies.
• Place orders for veterinary supplies and ensure timely restocking to avoid shortages.
• Coordinate with vendors to track deliveries, manage invoices, and handle any discrepancies in orders.

Support for Veterinary Staff:

• Assist veterinarians and veterinary technicians with administrative tasks such as preparing patient charts, managing referral letters, and typing up reports.
• Help manage communication between the clinic and external partners (e.g., laboratories, referral clinics, pet insurance companies).

Compliance and Record Accuracy:

• Ensure that the clinic adheres to all local regulations and veterinary industry standards regarding documentation, patient privacy, and data protection.
• Assist in maintaining compliance with health and safety standards in the clinic.

Qualifications and Skills

• HND or BSc equivalent (additional qualifications in administration or veterinary-related fields are a plus).
• 1-2 years of administrative experience, preferably in a medical or veterinary setting.
• Strong organizational and time-management skills with attention to detail.
• Excellent customer service and interpersonal skills, with the ability to handle clients and pets with care and professionalism.