Customer Service Representative

Talentify; Kodiak (AK); On-site; USD 33,000 - 45,000; Full time

Benefits offered by this job

Medical benefits

Paid time off

401k with employer match

Job summary

Kodiak Veterinary Clinic (KVC) is seeking a friendly Customer Service Representative to be the first and last contact with clients, handling reception, scheduling, and medical records. You will support the veterinary team with clerical tasks and client communications, requiring excellent written and verbal skills and computer literacy.

Primary duties include payments, appointment coordination, and maintaining client files, while providing compassionate service in a fast-paced veterinary setting.

Qualifications

• High school diploma or equivalent required.
• Customer service experience preferred.
• Strong organizational and communication skills required.
• Ability to handle multiple tasks and maintain professionalism.
• Knowledge of basic MS Office applications is expected.

Responsibilities

• Provide friendly, quality client care at the front desk and during calls.
• Schedule appointments and collect necessary client information.
• Maintain veterinary records and process payments accurately.
• Assist in handling customer inquiries and referrals to medical staff.
• Greet clients professionally and support the veterinary team.

Skills

High school diploma

Customer service

Organizational skills

Verbal communication

Written communication

Interpersonal skills

Independent work

Education

High school diploma or equivalent

Tools

MS Office (Word)

Job description

Job Description

The purpose of this position is to ensure that client service excels at Kodiak Veterinary Clinic (KVC). The CSR is the first and last contact with the hospital and is key to creating lasting positive impressions. The responsibility of a CSR is to perform primarily clerical tasks related to animal care and to provide miscellaneous support to the veterinary practice manager(s) and health care team. These service functions include, but are not limited to, reception (in-clinic clients, telephone, and email), maintenance of veterinary medical records, accounts maintenance, cash processing, data entry, word processing, appointment scheduling, and mail service. The CSR must have exceptional communication skills (both verbal and written), computer literacy, ability to multitask, friendly attitude, and confidence to deal with stressful situations.

PRIMARY JOB RESPONSIBILITIES

• Provide friendly, quality client care to the patients and clients.
• Receive incoming calls, emails, and text messages, while making sure to respond promptly.
• Schedule appointments, obtaining all necessary data concerning the parent and owner.
• Prepare all required forms in advance when possible.
• Know when to make "client communications" for client questions/ concerns that should be addressed by a medical professional.
• Follow established hospital policies and procedures in referring clients for immediate treatment of their pets when requests are accompanied by complaints of acute symptoms.
• Determine nature of injury/illness and attempt to reassure distressed pet owners.
• Determine whether immunizations and/or tests are current.
• Recommend update of necessary immunizations and/or tests to clients when applicable.
• Check clients in - Greet clients in a professional, friendly, hospitable manner.
• Review charts of patients being discharged from the clinic for completeness of information, make new appointments or note changes in patient status as necessary.
• Echo medical recommendations made by veterinarians when checking out clients.
• Collect lab specimens from pet owners, match patient record to the sample and submit samples to veterinary technician or nurse.
• Assist in the updating of client files; prepare and address New Client, Surgery Confirmation/ Instruction
• Collect client fees, make change, process credit card transactions and assist in making count of cash drawer, run end of day transactions.
• Clean up after pets’ accidents in reception area, exterior sidewalks, and parking lot whenever possible Perform other duties as assigned.

REQUIRED EDUCATION, SKILLS, AND KNOWLEDGE

Education and Experience

• High school diploma or equivalent
• Customer service experience

Skills

• Possession of strong organizational skills.
• Excellent verbal and written communication skills.
• Possess exceptional interpersonal communication skills.
• Requires strong client service skills. Personal contacts are with pet owners affected by a variety of problems, visitors and other healthcare team members. Considerable tact and diplomacy is required.
• Ability to work independently on assigned tasks as well as to accept direction on given assignments.

Knowledge

• Knowledge of computers and relevant software applications including MS Office (Word).
• PREFERRED: Knowledge of hospital procedures and operating instructions for making appointments, assembling patient medical records, recording test results, relaying information regarding patient’s condition, and compiling and submitting data on patients treated.
• PREFERRED: Knowledge of the meaning of commonly used terminology of veterinary medicine to accurately record results of tests and file veterinary medical reports.

NOTE: While veterinary medicine/hospital knowledge is preferred, the right candidate can/will be trained to sufficiently perform the role.

WORK ENVIRONMENT

While performing the duties of this job, the employee may be exposed to hazards associated with aggressive patients; hazards associated with infected animals and controlled substances; exposure to unpleasant odors and noises; exposure to bites, scratches and animal wastes; and possible exposure to contagious diseases.

National Veterinary Associates (NVA) is a leading North American pet health care company with nearly 1,300 locations spanning general practice veterinary hospitals, Ethos emergency and specialty hospitals, and pet resorts and equine veterinary care. With approximately 40,000 team members, we care for pets and support pet families in communities across the United States and Canada. Our purpose is to give pets and the people who love them more quality years together, and our mission is to make care more personal, easy and accessible while advancing medicine and care across every stage of life. Across NVA, we support our teams with the resources, expertise and opportunities they need to deliver exceptional care and help shape the future of veterinary and pet care.

Purpose

Give pets and the people who love them more quality years together

Mission

Transform the pet family experience to be personal, easy and accessible, while advancing medicine and care across every stage of life.

Values

Care Deeply, Do What’s Right, One Team, Own It, Shape What’s Next

One NVA: Bringing General Practice & Ethos Together

NVA is built to make care personal, easy and accessible, while advancing medicine across every stage of a pet’s life.

NVA offers a comprehensive benefits program including medical, dental, vision, a 401k with employer match, and paid time off (including sick time) for all eligible employees. The team can provide more information about compensation and benefits for your specific location during the process. For positions based in Colorado, NVA provides eligible employees with paid sick and safe leave and public health emergency leave in accordance with the requirements of Colorado's Healthy Families and Workplaces Act.

NVA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Pursuant to the San Francisco Fair Chance Ordinance, Los Angeles Fair Chance Initiative for Hiring Ordinance, and any other state or local hiring regulations, we will consider for employment any qualified applicant, including those with arrest and conviction records, in a manner consistent with the applicable regulation.