Exam Room Technician

EXAM ROOM TECHNICIAN

The Exam Room Assistant’s main goal is to ensure that all patients at The Hospital receive all of the preventative care that they need during their visit.

INTRODUCTION

The purpose of this position is to ensure each pet’s status with regards to preventatives is known, educate clients regarding veterinary care procedures and protocols at The Hospital, assist veterinarians with patient care and treatment, and prepare prescriptions. This role also ensures that complete and accurate care for outpatients and enters information into the computer. This role operates under the supervision of the Client Services Supervisor.

MAJOR DUTIES

Assist Veterinarians / Exam Room Protocol

The Top 3 Job Duties of the Exam Room Assistant are:

  1. To ensure that each patient’s preventative care needs are current.
  2. To keep the patient flow moving – Alert the Doctor that the patient is ready, alert the treatment team that the patient has arrived.
  3. Back up the CSR team, check clients in, charge clients out, answer the phone if it rings more than 2x.
  • Follow established procedures in order to assist veterinarians with examinations and facilitate the flow of clients and patients through the hospital. Coordinate with team leaders to plan each day’s activities and maintain a good flow of patients. Keep doctors and Practice Manager apprised of potential problems, discussions with clients, etc.
  • Review medical records and notes and prepare Info Sheets with relevant information prior to patient’s arrival.
  • Greet clients and escort them and their pets into an exam room.
  • Discuss with the client the reason for the visit (chief complaint), any symptoms or problems being experienced, and any procedures that may need to be done (i.e. vaccinations, fecal or heartworm tests, etc). Utilize a pre-exam checklist and any other applicable client educational pieces to ensure that all medical needs are covered. Anticipate and prepare any medications or vaccines the doctor will need to treat the patient.
  • Notify the veterinarian when patients in the exam room are ready to be seen. Advise the veterinarian of the information already known such as the nature of the visit, preventive procedures due, tests that are to be run, etc. When needed, assist the veterinarian within the exam room by restraining the animal, preparing forms, obtaining instruments, etc.
  • Go over the treatment plan for the patient, once the veterinarian has decided on the best course of action. Discuss the financial aspects of providing the best care and educate clients on the financial programs The Hospital utilizes.
  • Ensure all procedures rendered during the visit are documented for proper billing. Ensure that all vaccinations, procedures, notes, etc. have been documented in the medical record.
  • Clean and prepare the exam room for the next visit.
  • Monitor the daily schedule for outpatient visits, prepare the charts with upcoming preventative services, and gather educational material for clients.

Client Communication

  • Communicate with clients regarding the medical status of their pet. Provide accurate information to clients concerning fees, hospital policies, and procedures, etc.
  • Instruct clients as to what they should do prior to bringing their pets in for procedures, how to care for their pets after discharge from the hospital based upon Veterinarian orders and THE HOSPITAL protocol, how to administer medications, etc.
  • Demonstrate warmth, courtesy, and professionalism in all interactions with clients.
  • Perform follow-up calls to clients to ensure patients are doing well. Notify Veterinarians if situations require doctor’s attention.
  • Serve as Client Care Representative at the front desk when required. Ensure clients are greeted warmly, patients are identified by name and appropriate check-in procedures are performed. Answer phone as required.

Laboratory Procedures and Radiographs

  • If needed, accurately perform routine in-house laboratory procedures. Appropriately prepare and handle specimens. Label and prepare specimens for outside laboratory if required.

Veterinary Procedures

  • If required, perform routine suture removals, nail trims, weight checks, and give intravenous, intramuscular and subcutaneous injections as directed by the veterinarian. Apply bandages and splints under the direction of the attending veterinarian.
  • Demonstrate to owners how to properly administer medications at home or perform other home care procedures.

Marketing and Client Education

  • Educate clients regarding preventive medicine and vaccination requirements. Discuss the importance of relevant laboratory procedures, such as pre-anesthetic profiles, geriatric screening, fecals, urinalysis, heartworm checks, FeLV testing, etc. when appropriate.
  • Promote the practice’s products, programs, and services. Utilize passive marketing. Make suggestions to clients about products appropriate for their pet’s condition. Give clients handouts and educational materials to take home to further their understanding of veterinary issues.
  • Give promotional materials such as new client kits or food samples as appropriate.

Preparing Medications

  • Accurately dispense prescription medications as directed by the veterinarian. Prepare prescription labels and appropriately package medications.
  • Ensure client birthdate is on file for dispensing controlled drugs.
  • Ensure that medications are added to the patient’s record and appropriately charged to the client.

Safety

  • Follow OSHA guidelines concerning safety and handling of hazardous materials.
  • Follow established hospital safety guidelines regarding radiographs, controlled drugs, animal handling, etc.

Physical Plant Maintenance

  • Clean and straighten exam rooms, treatment and lab areas. Restock exam rooms with supplies as needed. Assist other team members to keep the public areas of the practice clean and well maintained.
  • Clean and maintain all medical equipment as required in the exam rooms.

Veterinary Knowledge

  • Exercise appropriate veterinary medical knowledge. Utilize in-house educational materials and continuing education provided by The Hospital to further personal knowledge.
  • Exercise knowledge of the hospital’s programs, products and services with both clients and staff to promote greater understanding and satisfaction.
  • Maintain state-required continuing education requirements.

Personal Conduct

  • Adhere to all hospital policies and standards regarding uniforms, grooming, smoking, personal calls, etc. as stated in the hospital procedures manual.
  • Serve as a representative of the hospital, displaying courtesy, tact, consideration, and a positive attitude in all interactions with clients, patients and other members of the hospital staff.

Punctuality and Attendance

  • Adhere to the posted work schedule. Arrive for work promptly and be ready to begin working at the start time. Follow hospital policies for reporting lateness or absences.
  • Utilize the time clock to clock in and out at the beginning and end of each day and during breaks.

Attitude/Teamwork

  • Lead by example in demonstrating initiative and teamwork in everyday duties by seeking other work to do during slack times, assisting other employees within the practice, and filling in for other employees as needed.

Organization/Time Management

  • Organize work area and exercise time management skills to maximize personal efficiency within the practice. Prioritize tasks and handle multiple tasks in a calm, organized manner. Cleans up after self after procedures are complete.

CONTROLS OVER WORK

The Exam Room Technician uses initiative in carrying out recurring assignments independently without specific instructions but refers deviations, problems, and unfamiliar situations not covered by instructions to the practitioner for decision or help. The practitioners assure that finished work and methods used are technically accurate and in compliance with instructions or established procedures. Review of the work increases with more difficult assignments if the veterinary technician assistant has not previously performed similar assignments. Administrative supervision may be provided by the Technician Team Leader or Practice Manager.

SKILLS AND KNOWLEDGE:

  • Knowledge of the procedures used for receiving, treating, and scheduling patients, for ordering medical supplies, and requesting laboratory tests.
  • Knowledge of the use, care, and storage of veterinary instruments, materials, and equipment.
  • Knowledge of the instruments, materials, and standardized procedures used in the full variety of treatments to make preparations and provide “tableside” assistance.
  • Knowledge of the Hospital vaccine and health screening protocols.
  • Knowledge of the Hospital preventative care guidelines.

PHYSICAL EFFORT

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee is frequently required to bend, stand, stoop, walk, sit, talk, and listen; may be required to walk or stand for long periods of time; will use hands to manipulate, handle, or feel; will reach with hands and arms. The employee is often required to lift and carry animals or materials weighing fifty pounds or more; handle dogs weighing up to 150 lbs.

WORK ENVIRONMENT

While performing the duties of this job, the employee is exposed to hazards associated with aggressive patients; hazards associated with infected animals and controlled substances; exposure to unpleasant odors and noises; exposure to bites, scratches and animal wastes; possible exposure to contagious diseases.

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