Client Service Representative

Animal Healthcare of Kansas, P.A.; United States; On-site; USD 21,000 - 28,000; Full time

Benefits offered by this job

Medical, dental, vision

Paid vacation/sick days

401(k)

Employee pet discounts

Job summary

VCA Animal Hospitals in the United States seeks a Client Service Representative to be the welcoming face at the front desk. You will greet clients and their pets, manage appointment scheduling, process payments, and provide product and service information while supporting clinical teams with medical records.

You will help maintain a clean, safe, and inviting hospital environment, work with scheduling software, and communicate compassionately to ensure exceptional client experience and pet health.

Qualifications

• High school diploma or equivalent required.
• 1–2 years in a client-facing role preferred, ideally in veterinary or healthcare.
• Experience with appointment scheduling, payments, and handling inquiries is desirable.
• Familiarity with veterinary terminology and medical records is a plus.

Responsibilities

• Greet clients and their pets, answer calls, and direct to exam rooms with a compassionate approach.
• Schedule, confirm, and coordinate appointments; manage the calendar efficiently.
• Present and process fees, handle payments, and maintain accurate records.
• Recommend products and services; educate clients on options and benefits.
• Manage medical records and support front-desk administrative tasks.
• Maintain a clean, safe, and welcoming hospital environment.

Skills

Customer service

Communication

Multitasking

Teamwork

Education

High school diploma or equivalent

Tools

AVImark

Cornerstone

POS systems

Job description

JOB TITLE Client Service Representative

SUMMARY OF JOB PURPOSE AND FUNCTION 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.

TYPE & YEARS OF EXPERIENCE Required 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.

The pay range for this role is $15.00 - $19.59 Hourly

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.

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.