Client Financial Coordinator

Vicar Operating, Inc. dba VCA; United States; On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental and vision

Pet discounts

Job summary

VCA Northwest Veterinary Specialists (NWVS) seeks a Financial Coordinator to ensure accurate and timely charge capture in the hospital’s practice management system. You will partner with clinical teams, validate charges against treatment plans, and participate in medical rounds to support financial accuracy and patient care.

Responsibilities include auditing inpatient and outpatient charges, updating estimates as plans evolve, and communicating clearly with clients on costs and billing

Qualifications

• High school diploma or equivalent with 2+ years in a relevant role.
• Strong attention to detail and communication skills.
• Preferred: veterinary or healthcare experience or familiarity with practice management software.

Responsibilities

• Capture and validate charges for services, procedures, medications, and supplies.
• Collaborate with clinical teams to ensure charges align with approved treatment plans.
• Perform routine audits and maintain accurate documentation supporting all charges.

Skills

Attention to detail

Communication skills

Education

High school diploma or equivalent

Job description

Job Description: Financial Coordinator Position Summary The Financial Coordinator plays a critical role in ensuring accurate, timely, and transparent financial practices within VCA Northwest Veterinary Specialists (NWVS). This position partners closely with clinical teams to capture, validate, and reconcile charges in alignment with approved treatment plans. The Financial Coordinator actively participates in medical rounds and works directly with hospital leadership to support financial accuracy, operational efficiency, and an exceptional client experience.

Key Responsibilities

Charge Capture & Accuracy

• Ensure all services, procedures, medications, and supplies are accurately captured and entered into the hospital’s practice management system.
• Validate that charges are consistent with approved treatment plans and client estimates.
• Identify and reconcile discrepancies between medical records, treatment plans, and posted charges.
• Support real-time or near real-time charge entry for emergency and inpatient cases.

Inpatient Financial Oversight

• Review inpatient accounts daily to confirm all charges reflect services delivered.
• Collaborate with doctors and technicians to ensure updates to treatment plans are appropriately documented and reflected financially.
• Monitor ongoing cases to ensure financial alignment throughout hospitalization.
• Assist with updating estimates as treatment plans evolve.

Outpatient Responsibilities

• Capture and validate charges for emergency and same-day outpatient visits.
• Ensure services performed during visits are accurately documented and billed.
• Review estimates prior to services when applicable.
• Partner with clinical and client service teams to ensure efficient visit flow.
• Support timely and accurate visit closure and financial reconciliation.

Participation in Medical Rounds

• Attend daily medical rounds (including weekends/holidays as required).
• Stay informed of patient status, treatment progression, and plan changes.
• Identify billing implications of evolving care plans.
• Act as a liaison between clinical teams and client service teams regarding financial updates.

Client Communication & Financial Counseling

• Review treatment plan estimates with clients, ensuring clarity, accuracy, and transparency of costs.
• Obtain client authorization and signatures on estimates prior to care.
• Communicate updates to financial estimates as treatment plans evolve.
• Provide empathetic, clear financial guidance to support decision-making.
• Ensure efficient and accurate discharge and checkout processes.
• Assist with billing questions and final invoice review.

Leadership Collaboration

• Work closely with the Medical Director and Hospital Director.
• Ensure financial practices align with clinical and operational goals.
• Identify trends and opportunities for improvement.
• Support workflow and process improvements.

Financial Integrity & Compliance

• Perform routine audits to ensure compliance with hospital policies.
• Maintain accurate documentation supporting all charges.
• Escalate inconsistencies or concerns to leadership.

Process Improvement

• Identify trends in missed or incorrect charges.
• Recommend and implement workflow improvements.
• Assist in staff training related to charge capture.

Qualifications Required: High school diploma or equivalent; 2+ years of relevant experience; strong attention to detail; communication skills.

Preferred: Veterinary or healthcare experience, practice management software familiarity, knowledge of medical terminology.

Key Competencies

• Detail-oriented
• Strong communication skills
• Critical thinking
• Collaboration
• Adaptability

Work Environment Fast-paced emergency hospital requiring schedule flexibility including nights, weekends, and holidays.

Benefits: We offer competitive compensation along with a comprehensive benefits package, including medical, dental, vision and paid vacation/sick days, 401(k), generous employee pet discounts and more!

The information in this position description indicates the general nature and level of work to be performed. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of associates assigned to this job.

Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, change in personnel, workload, or technical development).

We are proud to be an Equal Opportunity Employer - Veterans / Disabled.

For a complete EEO statement please see our career page at vcacareers.com.

A leader in veterinary care, VCA Animal Hospitals is committed to taking care of the future of veterinary medicine.

We are a family of hometown animal hospitals determined to positively impact pets, people and our communities.

From primary care to emergency, urgent and specialty care, VCA delivers world-class medicine and hometown care to more than four million pets each year.

We invest in cutting-edge tools, training and technology that enable Associates across our national network of hospitals to lead the industry today and into tomorrow.

Among our talented 35,000 Associates are nearly 7,000 veterinarians – including 500 who are board-certified specialists – nearly 4,000 credentialed technicians and over 10,000 veterinary assistants – all dedicated to giving pets the very best in medical care.

The future of veterinary medicine is in our hands. Join us.