Client Service Coordinator

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.

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

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

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

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

• Occasional lifting up to 25 lbs

• Comfort working around animals of varying sizes and temperaments

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