Knowledge, Skills and Abilities:

• Excellent client service skills and phone etiquette.

• Computer skills preferred, AVImark experience a plus.

• Must be friendly, outgoing, “people-oriented.”

• Excellent communication and interpersonal skills.

• Ability to work in a team oriented environment.

• Well groomed, organized and detail oriented.

• Ability to take direction.

• Ability to handle money accurately and honestly.

• Must possess sound decision making skills and multi-task while working in an environment of stress.

Authority:

• Scheduling appointments and surgical procedures.

• Effective determination and scheduling of emergencies.

• Authority to resolve client service issues within established guidelines.

Physical Requirements:

• Dependable attendance is required.

• Must be able to lift 40 pounds.

• Must be willing to work long or irregular hours under pressure conditions.

• This position requires the ability to walk, bend, stand and reach constantly during a minimum 8-hour day.

Job functions and Job Responsibility include:

• Client Service

• Answer Telephones and Make Appointments

• Maintain Charts and Computer Records

• Pharmacy and Retail Sales

• Maintenance/Housekeeping

• Financial Responsibilities

Client Service:

• Demonstrate excellent relations with clients/pets in waiting and/or exam rooms:

• Ensure that clients and pets feel welcome and comfortable.

• Serve as “Ambassadors” – creating and maintaining goodwill for the hospital.

• Build rapport with clients.

• Immediately greet clients and pets by name.

• Quickly understand client needs and initiate the process of meeting those needs.

• Help new clients completely fill out the registration form. Inform new clients about services, etc. that your hospital offers.

• If there is a delay, i.e., the doctor is behind schedule, keep clients informed of expected waiting time.

• Know enough about general animal husbandry and pet care to be able to educate clients and to answer non-medical questions that the client may have or to inform them of things their pet may need

• Generate, present, and explain fee estimates for treatment/surgery to clients.

• Handle client complaints with concern and diplomacy.

• Accurately communicate medical/surgical information to clients.

• Send client cards and letters, i.e., thank you notes, sympathy cards, welcome cards, as directed by management team.

• Prepare, distribute, and explain client education materials.

Answer Telephones and Make Appointments:

• Answer telephone promptly.

• Encourage the client to make an appointment if the pet has any problem that is concerning to either the client or you.

• Schedule appointments and other patient visits in appointment book, including re-check appointments, surgeries, and drop offs.

• Reschedule any missed appointments.

• Understand and use excellent telephone etiquette.

• Call clients to confirm appointments, remind of missed appointments and laboratory results as well as callbacks for procedures performed.

• Refuse to diagnose pet health care problems over the telephone.

Maintain Charts and Computer Records:

• Keep charts and computer records updated with current client and patient information

• Prepare charts (in advance) for new clients and/patients.

• Prepare charts for patients prior to appointment including all necessary forms, authorizations, and instructions as necessary.

• Handwriting must be neat and legible.

• Open a “medical condition” as each client enters the hospital. Recommend any needed service, i.e. vaccinations, heartworm testing, etc.

• Calculate client’s invoice and collect payment.

• Do routine computer reports and backups.

Pharmacy and Retail Sales:

• Understand the benefits of the retail products we offer and how they are used. Must be able to promote them to our clients.

• Dietary products.

• Flea products and shampoos.

• Fill prescriptions and dispense medications as directed by a veterinarian.

• Explain prescription directions to clients.

Housekeeping/Maintenance:

• Verify that the front desk, reception area, waiting areas, and exam rooms are neat and clean at all time.

• Periodically check the outside of the hospital for feces, urine, etc. and keep clean and neat. Examine glass doors and windows for smudges and clean when necessary.

Financial Responsibilities:

• Verify that all provided services and/or products have been accurately entered in the computer on the client’s order/invoice and under the correct employee number.

• Collect deposits and payments for services at the time they are rendered.

• Clients should pay their bill before they leave the hospital.

• Follow appropriate protocol, i.e., credit applications, promissory notes and approval by Management, in cases where clients cannot pay their balance at the time of dismissal.

• Print receipt and give to client for each visit.

• Balance the cash drawer with the computer summary report accurately.

• Prepare deposit slips and/or cash balancing worksheet for the daily bank deposit as directed by the Hospital/Office Manager.

• Keep cash/checks, etc. secure at all times.

We also offer a comprehensive benefits package with health insurance, 401k, paid time off and a generous employee pet discount.

If you would like to become part of our growing team, please don’t hesitate to reach out to us! We truly look forward to meeting you. As a Client Services Coordinator:

Job Type: Full-time