Client Service Representative at Pet Medical Center

Heartland Veterinary Partners LLC; Forrest Park (TN); On-site; USD 20,664 - 24,796; Full time

Benefits offered by this job

Paid time off

Health insurance

Dental insurance

Vision insurance

Retirement benefits

Bonus incentive

Flexible work schedules

Career and professional development

Employee Assistance Program

Employee Referral Program

Job summary

Pet Medical Center is seeking a Client Service Representative to deliver exceptional client experiences while handling front desk duties, appointment scheduling, and medical record maintenance. The CSR will support daily clinic operations, cash handling, and data entry, ensuring smooth workflow and high-quality patient care.

The role requires a friendly, patient-focused approach with strong communication skills; weekend work may be required and OSHA PPE practices are expected.

Qualifications

• High school diploma or equivalent.
• Previous veterinary office experience preferred.
• OSHA safety techniques including PPE.

Responsibilities

• Open and close procedures as directed.
• Maintain clean public areas including front desk and waiting area.
• Process cash, checks, and card payments accurately.
• Schedule clinic appointments per doctor preferences.
• Update client/patient files and send correspondence.
• Provide warm greetings and ensure a positive patient/client experience.
• Answer inbound calls with proper etiquette.
• Assist in patient instruction and take-home items.
• Support emergency procedures per clinic policy.

Skills

Patience & Compassion

Collaboration & teamwork

Communication

Active listening

Organization

Client satisfaction

Job description

Practice:

Pet Medical Center is a full-service animal hospital offering both emergency care and less urgent medical, surgical, and dental care. We are experienced in all types of conditions and treatments; over the years, we have grown and evolved, always striving to provide the highest level of veterinary care and expertise.

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.

Anticipated schedule is Monday - Friday with 1 hour lunch break. NO WEEKENDS!

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 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.

Pay Range:

USD $15.00 - USD $18.00 /Hr.