Client Service Coordinator

Position Summary

The Veterinary Receptionist serves as the first point of contact for clients and patients and plays a critical role in creating a welcoming, organized, and efficient hospital experience. This position supports hospital operations by coordinating appointments, managing client communications, maintaining medical record accuracy, and assisting the medical team with administrative needs.

Key Responsibilities

Client Service & Communication

• Greet clients and patients warmly and professionally

• Answer multi-line phone systems and respond to client inquiries

• Schedule appointments efficiently based on hospital protocols

• Provide clear information regarding services, estimates, and policies

• Manage check-in and check-out processes

• Support client education and reinforce discharge instructions

Scheduling & Workflow Support

• Maintain appointment flow to support doctor and technician efficiency

• Triage appointment urgency appropriately

• Confirm appointments and manage reminders

• Coordinate drop-offs, surgeries, and urgent visits

Medical Records & Documentation

• Maintain accurate client and patient records

• Enter and update patient information in practice management software

• Process consent forms and treatment plans

• Scan and file medical documents appropriately

Financial Responsibilities

• Generate invoices and collect payments

• Discuss estimates and payment expectations respectfully and clearly

• Process refunds, deposits, and financing applications if applicable

• Balance daily transactions as assigned

Team Support

• Communicate effectively with doctors, technicians, and assistants

• Assist with client flow during busy periods

• Support hospital cleanliness in reception and lobby areas

• Participate in team meetings and training

Qualifications

Required

• High school diploma or equivalent

• Customer service experience (1+ year preferred)

• Strong communication and organizational skills

• Comfort working in a fast-paced environment

• Basic computer proficiency

Preferred

• Veterinary or medical office experience

• Experience with veterinary practice software (e.g., Avimark, Cornerstone, eVetPractice)

• Knowledge of common veterinary terminology

• Experience handling emotional or urgent client situations compassionately

Skills & Attributes

Successful candidates typically demonstrate:

• Compassion for people and animals

• Strong multitasking ability

• Attention to detail

• Reliability and professionalism

• Confidence handling sensitive conversations

• Team-oriented mindset

Physical Requirements

• Ability to sit, stand, and walk for extended periods

• Occasional lifting up to 25 lbs

• Comfort working around animals of varying sizes and temperaments

Work Environment

This position operates in a veterinary hospital environment that may include:

• Exposure to animals

• Moderate noise levels

• Occasional stressful or emotional situations

• Fast-paced workflow with shifting priorities