Veterinary Client Services Coordinator

1 week ago

Philadelphia, Pennsylvania, United States Art City Vets Full time
Job Overview

Position: Veterinary Client Services Coordinator

Employment Type: Full-time/Hourly


Benefits: Comprehensive benefits package, 401k, Uniform Allowance, Discounted Pet Care & More


Qualifications:

  • High school diploma or equivalent (Required)
  • Minimum 1 year of client service experience (Required)
  • Veterinary reception experience is preferred
  • At least 1 year of administrative experience is preferred

Position Summary: We are seeking motivated and responsible individuals who prioritize building strong professional relationships with clients, patients, and team members. The ideal candidate will possess excellent communication skills, leadership qualities, computer proficiency, and organizational abilities, along with dependability, punctuality, and flexibility.


This unique practice is committed to delivering exceptional care to our clients and their pets. We provide healthcare benefits, a 401k plan, uniform reimbursement, and discounted pet care services. Additionally, we offer a continuing education allowance for those interested in advancing their knowledge in professional development and veterinary medicine.


Work Schedule: Various shifts, including nights, weekends, and holidays, are required.


Key Responsibilities:

  • Ensure a positive client experience.
  • Adhere to established hospital policies and procedures when interacting with clients.
  • Maintain a tidy workspace by assisting with cleaning tasks.
  • Support the front desk with appointment scheduling and routine procedures as needed.
  • Provide clients with pre-appointment guidance, including feeding schedules and expected drop-off times.
  • Answer business and personal calls in a friendly and professional manner.
  • Direct calls to appropriate team members and take detailed messages when necessary.
  • Monitor voicemail and address requests within 24-48 hours, prioritizing urgent matters.
  • Respond to inquiries about services and products, offering knowledgeable advice on animal care and treatment.
  • Assist in training new Client Service Representatives and Administrative Specialists as requested.
  • Maintain relationships with area referring veterinarians by tracking regular clients and ensuring records are sent post-visit.
  • Manage and document communications between departments across various platforms.
  • Conduct hospital audits, including logs for sympathy cards, cremains, paw prints, medications, and client/patient data.
  • Prepare admission forms, invoices, and estimates as needed and send them to clients upon request.
  • Update patient and client records as necessary.
  • Support the front desk during high call volumes.
  • Collaborate effectively with all team members to uphold the hospital's mission and philosophy.
  • Participate in regular departmental meetings.
  • Check internal email regularly to ensure timely communication with management and staff.

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