Client Service Representative Part-time at Ham Lake Veterinary Hospital

Ham Lake Vet Hospital; Andover (MN); On-site; USD 20,000 - 22,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Dental insurance

Vision insurance

Retirement benefits

Bonus incentive

Flexible work schedules

Career development

Employee Assistance Program

Employee Referral Program

Job summary

Ham Lake Veterinary Hospital is seeking a Client Service Representative to manage front desk duties, greet clients, schedule appointments, and maintain patient records. You will handle payments, reminders, and daily postings while delivering an exceptional client experience.

The role supports veterinarians and staff, requiring weekend availability, basic OSHA safety practices, and a customer-focused approach to ensure high satisfaction across visits.

Qualifications

• Patience, compassion, and professionalism in all client interactions.
• Teamwork with doctors and staff to ensure smooth operation.
• Clear communication of instructions to clients and team members.
• Active listening to understand client and patient needs.
• Strong organization to track records, lab specimens, and appointments.
• Focus on achieving high client satisfaction in every visit.

Responsibilities

• Lead opening and closing procedures.
• Maintain clean, presentable public areas and front desk.
• Process payments and manage cash/credit transactions.
• Schedule appointments and manage clinic workflow.
• Update client/patient records and correspondence.
• Send reminders and conduct follow-ups with clients.
• Back up computer system and daily postings.
• Greet clients with warmth and ensure a positive visit experience.
• Answer calls with proper etiquette.
• Present medications and take-home materials.
• Handle emergencies with care following clinic policies.
• Address 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

Ham Lake Veterinary Hospitalpractices Preventive Medicine, General Medicine, and General Surgery. We have digital radiography, a full in-house lab, and reference laboratory availability for sending out more involved testing. We love serving the Ham Lake/East Bethel area and find our country setting quiet and relaxing.

Our hospital began in 2005 and since then has grown to employ an over 20 person team of veterinarians, technicians, and receptionists.

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 $14.50 - $16.00

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 $14.50 - USD $16.00 /Hr.