Client Service Representative at Crawfordsville Family Vet

Heartland Veterinary Partners LLC; Crawfordsville (IN); On-site; USD 30,000 - 40,000; Part time

Job summary

An established industry player in veterinary care is seeking a Client Service Representative to provide exceptional service to clients and manage administrative tasks. This part-time role requires a compassionate individual who can work flexible hours, including weekends. Responsibilities include appointment scheduling, record maintenance, and ensuring a welcoming environment for clients and their pets. The ideal candidate will possess strong communication and organizational skills, contributing to a high level of client satisfaction. Join a dedicated team committed to delivering top-notch care and support to furry friends in the community.

Benefits

Paid Time Off

Health Insurance

Dental Insurance

Vision Insurance

Retirement Benefits

Flexible Work Schedules

Career Development

Employee Assistance Program

Employee Referral Program

Qualifications

• Ability to work on weekends and a flexible schedule as required.
• Previous veterinary experience preferred.
• Client satisfaction references preferred.

Responsibilities

• Leads practice opening and closing procedures per Practice Manager instructions.
• Schedules appointments for the clinic adhering to practice preferences.
• Welcomes clients and patients to the practice with a warm demeanor.

Skills

Patience & Compassion

Collaboration & Teamwork

Communication

Active Listening

Organization Skills

Client Satisfaction

Education

High School Diploma or Equivalent

Job description

Practice:

Whatever your furry friend needs, we can help. We’re a full-service, AAHA-accredited veterinary clinic with advanced technology and modern veterinary therapies.

We offer top-of-the-line animal services for pets in Crawfordsville, Lafayette, Frankfort, Veedersburg, and surrounding cities.

More about the Role:

Reporting into the Practice Manager, the Client Service Representative (CSR), provides an exceptional experience to our clients during every interaction. In addition to continually engaging the client, the CSR performs practice administrative tasks such as record maintenance and appointment tracking. The CSR manages practice reception (visitor and telephone), maintenance of veterinary medical records, accounts maintenance, cash processing, data entry, word processing and mail services. The CSR applies practical knowledge of practice processes and services, the basic rules and regulations governing visitors and animal patient treatment, and veterinary record requirements and terminology to ensure every patient is well-cared for and every client has an exceptional experience. This is part-time position, 2 workdays per week, Thursday and Friday as well as rotating Saturdays. Ther ideal candidate is available to work a flexible schedule including every Saturday if needed.

Competencies:

• Patience & Compassion: Remaining professional while still making Doctors, teammates, clients, and patients feel as comfortable as possible regardless of the situation or challenges presented. Responding quickly and calmly to crisis while maintaining a high standard of patient care.
• Collaboration & Teamwork: Carefully coordinating actions with Doctors and practice team members. Providing feedback appropriately and in a timely manner. Quickly incorporating feedback to ensure positive results. Sharing ideas and being open to other’s ideas.
• Communicating: Conveying instructions to clients and teammates to ensure successful patient care.
• Active Listening: Following the instructions of Doctors and sometimes patient owners. Picking up the needs of Doctors and teammates based on prior experiences and feedback.
• Organization Skills: Clear tracking of lab specimens, medications, patient instructions, workflow, and other job-related items while managing multiple patients and clients.
• Client Satisfaction: Ensuring all activities and interactions result in the highest level of client satisfaction.

Essential Responsibilities:

• Leads practice opening and closing procedures per Practice Manager instructions and practice procedures.
• Ensures all public areas are clean and presentable for patients; cleans and straightens areas including the front desk, reception area, waiting area, office, public bathroom(s) and exam rooms.
• Processes cash, checks, charge card payments and credit account payments.
• Schedules appointments for the clinic adhering to practice and Doctor preferences and ensure appropriate workflow.
• Assists in the updating of client/patient files, as needed.
• Prepares and sends client correspondence.
• Sends reminder notices to clients for periodic notifications; conducts re-calls to clients on a timely basis from a call back list.
• Performs a backup of the computer system on a regular basis, as directed.
• Performs and oversees the performance of posting daily business.
• Welcomes clients and patients to the practice with a warm and friendly demeanor and ensures an excellent experience during the practice visit.
• Answers incoming telephone calls applying proper telephone etiquette.
• Presents clients with medications, instructions, new client kits and any other take home items.
• Handles emergency situations with great care, patience, and following established clinic policies and procedures.
• Addresses client concerns in a calm appropriate manner, ensuring every experience ends in satisfaction.

Requirements/Qualifications:

• Ability to work on weekends and a flexible schedule as required
• High school diploma or equivalent
• Previous veterinary experience preferred
• Client satisfaction references preferred
• Practices OSHA safety techniques including proper PPE

Benefits Offered:

• Paid time off
• Health insurance; dental insurance; vision insurance
• Retirement benefits or accounts
• Bonus incentive
• Flexible work schedules
• Career and professional development
• Employee Assistance Program
• Employee Referral Program

Benefits offered may vary depending on full or part time employment status according to company policy.