Client Service Representative at Southside Veterinary Clinic

Heartland Veterinary Partners LLC

Bixby (OK)

On-site

USD 17,000 - 21,000

Full time

14 days+

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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

The Southside Veterinary Clinic in Bixby, OK is seeking a Client Service Representative to deliver exceptional client experiences while handling reception, records, and appointments. You will process payments, assist with client communication, and support daily clinic operations.

Prior veterinary exposure is preferred. Excellent client service and strong organization are essential for success in this busy veterinary practice.

Qualifications

Weekend work ability required.
High School diploma or equivalent.
Previous veterinary experience preferred.
Client satisfaction references preferred.
OSHA safety techniques including proper PPE.

Responsibilities

Leads practice opening and closing procedures per instructions.
Maintains clean and presentable public areas including front desk and waiting area.
Processes cash, checks, payments and credit accounts.
Schedules clinic appointments per Doctor preferences.
Updates client/patient files and prepares client correspondence.
Sends reminder notices and follows up with clients as needed.
Backups the computer system as directed.
Posts daily business activities and maintains workflow.
Welcomes clients with a friendly demeanor and ensures a great visit.
Answers incoming phone calls with proper etiquette.
Presents medications and take-home items to clients.
Handles emergencies following clinic policies and procedures.
Addresses client concerns to ensure satisfaction.

Skills

Patience & Compassion

Collaboration & Teamwork

Communicating

Active Listening

Organization Skills

Client Satisfaction

Education

High school diploma or equivalent

Job description

Practice:

Since June of 1982, The Southside Veterinary Clinic has been here serving Bixby, Broken Arrow, Glenpool, Haskell, Jenks, Mounds, and the surrounding communities.

We are equipped to provide dog or cat wellness care, dental cleaning, x-rays, and routine spay and neuter as well as other surgeries. We also provide high rated boarding services at our onsite kennel.

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.

Pay $12 - $15

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.