Client Service Representative at West Lafayette Veterinary Care

Heartland Veterinary Partners LLC; West Lafayette (IN); On-site; USD 19,000 - 22,000; Part time

Job summary

Heartland Veterinary Partners LLC is seeking a Client Service Representative to provide an exceptional client experience and perform essential practice administration. The role involves handling reception, scheduling, records, and cash processing with a focus on client satisfaction.

Requirements include availability mornings at 6:45 am for 3 days per week, potential weekend shifts, and a high school diploma or equivalent. Veterinary experience preferred and OSHA PPE practices are expected.

Qualifications

• Availability to work mornings starting at 6:45 am 3 days per week.
• Ability to work on weekends as required (2 weekends per month).
• High school diploma or equivalent.
• Previous veterinary experience preferred.
• Client satisfaction references preferred.
• Practices OSHA safety techniques including proper PPE.

Responsibilities

• Lead practice opening and closing procedures per instructions.
• Ensure front desk and waiting areas are clean and presentable.
• Process cash, checks, and credit payments and manage accounts.
• Schedule appointments adhering to Doctor preferences and workflow.
• Update client/patient files and send client correspondence.
• Provide warm, friendly reception and assist in daily operations.
• Answer calls with proper etiquette and convey instructions to clients.
• Present medications and take-home items to clients.
• Handle emergencies with care and adhere to clinic policies.

Skills

Patience & Compassion

Collaboration & Teamwork

Communicating

Active Listening

Organization Skills

Client Satisfaction

Education

High school diploma or equivalent

Job description

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.

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:

• Availability to work mornings starting at 6:45 am 3 days per week
• Ability to work on weekends as required (2 weekends per month)
• High school diploma or equivalent
• Previous veterinary experience preferred
• Client satisfaction references preferred
• Practices OSHA safety techniques including proper PPE

Benefits Offered:

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

Pay Range:

USD $14.00 - USD $16.00 /Hr.