Client Service Representative

VCA Animal Hospitals; New York (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

VCA Animal Hospitals is seeking a Client Service Representative to be the welcoming face of the hospital. You will manage front-desk operations, appointment scheduling, payments, and provide product/service information to clients and their pets.

The role supports clinical teams by maintaining medical records and ensuring a clean, safe, inviting environment. Minimum 1–2 years in a client-facing role is preferred, with strong communication and empathy driving exceptional service.

Qualifications

• High school diploma or equivalent is required.
• Minimum 1-2 years in a client-facing role in veterinary, healthcare, or customer service.
• Experience with scheduling, payment processing, and customer inquiries is highly desirable.

Responsibilities

• Greet clients and their pets upon arrival, answer telephones, and direct to exam rooms.
• Provide a welcoming, professional, and compassionate experience.
• Address client questions and concerns promptly and courteously.
• Schedule, confirm, and coordinate appointments.
• Manage the appointment calendar to optimize workflow.
• Place outbound calls for appointment reminders and follow-ups.
• Present and explain fees for services and products.
• Process payments, handle billing inquiries, and maintain accurate financial records.
• Recommend, select, and obtain products and services, including prescriptions.
• Educate clients on available options and their benefits.
• Manage and update medical records, charts, reports, and correspondence.
• Ensure accuracy and confidentiality of client and patient information.
• Maintain a clean, safe, and inviting hospital environment (including removal of animal waste).
• Ensure all areas meet hospital standards for cleanliness and safety.

Skills

Strong communication

Multitasking

Attention to detail

Empathy

Conflict resolution

Education

High school diploma or equivalent

Tools

Scheduling software

POS systems

Microsoft Office

AVImark

Cornerstone

Job description

SUMMARY OF JOB PURPOSE AND FUNCTION

JOB TITLE

Client Service Representative

The Client Service Representative (CSR) serves as the primary point of contact and the welcoming face of VCA Animal Hospitals. This role is essential in establishing and maintaining trust and confidence with clients and their pets by delivering exceptional customer service and support. The CSR is responsible for managing front-desk operations, including greeting visitors, handling appointment scheduling, processing payments, and providing product and service information. Additionally, the CSR supports clinical teams by managing medical records and ensuring the hospital environment is clean, safe, and inviting. Through effective communication and organizational skills, the CSR helps facilitate smooth hospital operations and contributes to the overall mission of prioritizing pet health and client satisfaction.

ESSENTIAL RESPONSIBILITIES AND TASKS

• Client Interaction & Customer Service
  • Greet clients and their pets upon arrival, answer telephones, and direct to exam rooms.
  • Provide a welcoming, professional, and compassionate experience.
  • Address client questions and concerns promptly and courteously.
• Appointment Scheduling & Confirmation
  • Schedule, confirm, and coordinate appointments.
  • Manage the appointment calendar to optimize workflow.
  • Place outbound calls for appointment reminders and follow-ups.
• Financial Transactions & Fee Presentation
  • Present and explain fees for services and products.
  • Process payments, handle billing inquiries, and maintain accurate financial records.
• Product & Service Recommendations
  • Recommend, select, and obtain products and services, including prescriptions.
  • Educate clients on available options and their benefits.
• Medical Records & Administrative Support
  • Manage and update medical records, charts, reports, and correspondence.
  • Ensure accuracy and confidentiality of client and patient information.
• Facility Maintenance & Cleanliness
  • Maintain a clean, safe, and inviting hospital environment (including removal of animal waste).
  • Ensure all areas (inside and outside) meet hospital standards for cleanliness and safety.

EDUCATION/EXPERIENCE

EDUCATION

Required

• High school diploma or equivalent is required.

Required

TYPE & YEARS OF EXPERIENCE

• Minimum of 1-2 years of experience in a client-facing role, preferably within a veterinary, healthcare, or customer service environment.

Preferred

• Experience handling appointment scheduling, payment processing, and customer inquiries is highly desirable.
• Familiarity with veterinary terminology, medical records management, and prescription handling is advantageous.
• Proven ability to manage multiple tasks efficiently in a fast-paced setting while maintaining professionalism and empathy.

CREDENTIAL/LICENSE/CERTIFICATION

Required

• Additional coursework or certification in customer service, veterinary assistance, or related fields is a plus.

COMPUTER PROFICIENCY

Preferred

• Proficiency with scheduling software, point-of-sale systems, and basic computer applications (e.g., Microsoft Office).
• Experience with veterinary practice management software (e.g., AVImark, Cornerstone) or similar platforms to streamline scheduling, billing, and record-keeping processes.

LANGUAGE PROFICIENCY

Preferred

• Multilingual Abilities: Ability to communicate effectively in multiple languages to better serve a diverse client base and enhance client experience.

PREFERRED SKILLS AND QUALIFICATIONS

• Strong communication and interpersonal skills to effectively interact with clients, colleagues, and clinical staff.
• Attention to detail and organizational skills to maintain accurate records and support hospital operations.
• Compassion for animals and commitment to delivering excellent client service aligned with VCA’s mission.
• Conflict Resolution Skills: Demonstrated capability to handle difficult situations and resolve client concerns calmly and professionally, ensuring positive outcomes.

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