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Client Service Representative- Circle of Life Animal Hospital

3 months ago

Hillsboro, United States Heartland Veterinary Partners LLC Full time

About Circle of Life Animal Hospital
At Circle of Life Animal Hospital, we strive to offer not only sound advice but also optimal veterinary care, thus allowing our clients the enjoyment of their companions for a maximum number of years. We provide a broad spectrum of diagnostic procedures through in-house testing and the use of external laboratories. We also work closely with local practices when special diagnostic procedures are required. The facility includes a well-stocked pharmacy, in-hospital surgery suite, state-of-the-art X-ray capabilities, a closely supervised hospitalization area, indoor boarding kennels with outdoor exercise areas, and full-service grooming.

We are excited to add a new member to our team We are looking for an individual who is good at communicating, organization, and multi-tasking, and who is ready to work in a fast-paced environment. The ideal candidate would have 1-2 years' prior experience working in a reception or customer service role.

​​​​​​​This is a part-time position anticipated to work 24-27 hours per week.

Operating Hours: Monday-Wednesday 8:00 am-5:00 pm, Thursday 8:00 am-6:00 pm, Friday 8:00 am-4:00 pm

Pay: $14-17/hr

Position Purpose
Reporting into the Practice Manager, the Client Service Representative (CSR), provides an exceptional experience to our clients during every interaction. In addition to continually engaging the client, the CSR performs practice administrative tasks such as record maintenance and appointment tracking. The CSR manages practice reception (visitor and telephone), maintenance of veterinary medical records, accounts maintenance, cash processing, data entry, word processing and mail services. The CSR applies practical knowledge of practice processes and services, the basic rules and regulations governing visitors and animal patient treatment, and veterinary record requirements and terminology to ensure every patient is well-cared for and every client has an exceptional experience.

Client Service Representative Competencies

Patience & Compassion: Remaining professional while still making Doctors, teammates, clients, and patients feel as comfortable as possible regardless of the situation or challenges presented.
Collaboration & Teamwork: Carefully coordinating actions with practice team members. Quickly incorporating feedback to ensure positive results. Sharing ideas and being open to other’s ideas.
Communicating: Conveying patient visit outcomes to clients and teammates to ensure successful client care applying excellent written and verbal skills.
Active Listening: Following the expressed wishes of teammates and clients.
Client Satisfaction: Ensuring all activities and interactions result in the highest level of client satisfaction.


Essential Responsibilities Leads practice opening and closing procedures per Practice Manager instructions and practice procedures.
Ensures all public areas are clean and presentable for patients; cleans and straightens areas including the front desk, reception area, waiting area, office, and exam rooms.
Processes cash, checks, charge card payments and credit account payments.
Schedules appointments for the clinic adhering to practice and Doctor preferences and ensure appropriate workflow.
Assists in the updating of client/patient files, as needed.
Prepares and sends client correspondence.
Sends reminder notices to clients for periodic notifications; conducts re-calls to clients on a timely basis from a call back list.
Performs a backup of the computer system on a regular basis, as directed.
Performs and oversees the performance of posting daily business.
Welcomes clients and patients to the practice with a warm and friendly demeanor and ensures an excellent experience during the practice visit.
Answers incoming telephone calls applying proper telephone etiquette.
Presents clients with medications, instructions, new client kits and any other take home items.
Handles emergency situations with great care, patience, and following established clinic policies and procedures.
Addresses client concerns in a calm appropriate manner, ensuring every experience ends in satisfaction.

Requirements / Qualifications High school diploma or equivalent
Previous veterinary experience preferred
Practices OSHA safety techniques including proper PPE


Benefits Offered Flexible work schedules
Career and professional development
Personal pet care discount
Scrub allowance