Client Relations Coordinator

1 month ago

Seville, Ohio, United States Veterinary Wellness Partners, Inc Full time
Job Overview

Position Title: Client Services Specialist

Role Summary: The Client Services Specialist (CSS) serves as the primary point of contact for clients at Veterinary Wellness Partners, establishing a welcoming atmosphere and fostering trust in our veterinary services. We seek a detail-oriented, organized, and professional individual to enhance our client services team. This role requires a unique individual who can effectively interact with both clients and their pets. If you possess excellent communication skills, a friendly demeanor, and a passion for delivering exceptional customer service, this position may be an ideal fit for you.

Key Responsibilities:

  • Greet clients and their pets warmly by name.
  • Manage incoming calls with professionalism using a multi-line phone system.
  • Direct calls to the appropriate personnel.
  • Provide potential clients with service descriptions before discussing pricing.
  • Handle faxes efficiently.
  • Deliver messages promptly to the relevant staff, ensuring accurate medical records are available for reference.
  • Document key points from client conversations in medical records, including date, time, and required actions.
  • Verify client contact information for accuracy.
  • Record pet weights during visits in both medical records and the computer system.
  • Coordinate appointment scheduling and surgical procedures in accordance with hospital guidelines.
  • Confirm appointments and surgeries through follow-up calls.
  • Address client inquiries regarding veterinary services and products, providing informed advice on wellness and preventive care.
  • Assist clients with prescription filling and provide necessary administration instructions.
  • Reinforce veterinary recommendations during client check-out.
  • Prepare consent forms, treatment estimates, and discuss financial policies with clients.
  • Issue health certificates, vaccination proof, lab reports, and euthanasia documentation.
  • Promote and sell retail products and pet food.
  • Encourage teamwork and collaboration among staff members.
  • Maintain clinic cleanliness and ensure a pleasant environment for clients and pets.

Financial Responsibilities:

  • Accurately enter service charges.
  • Explain invoices clearly, detailing services and products before presenting the total.
  • Collect payments at the time of service, including cash handling and credit card processing.
  • Verify client eligibility for charge accounts where applicable.
  • Document end-of-day financial balances accurately.
  • Be knowledgeable about routine service fees.
  • Balance the cash drawer at the end of each shift.

Qualifications:

  • High school diploma or equivalent.
  • Prior experience in customer service is preferred.

Essential Skills:

  • Able to thrive in a fast-paced environment.
  • Proficient in computer use.
  • Familiarity with veterinary terminology.
  • Outstanding customer service abilities.
  • Capable of maintaining accurate medical records and performing clerical tasks.
  • Ability to educate clients on services and products.
  • Supportive of team members and collaborative efforts.

Physical Requirements:

  • Ability to lift and carry items weighing up to 40 pounds.
  • Capable of prolonged periods of sitting, standing, and walking on hard surfaces.
  • Proficient in typing for patient records and prescription labels.
  • Able to work in environments with various animal and equipment noises.
  • Take necessary precautions against exposure to potential hazards.

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