Large Animal Client Services Coordinator

University of Georgia; Athens (GA); On-site; USD 35,000 - 48,000; Full time

Job summary

University of Georgia's College of Veterinary Medicine seeks a Large Animal Client Services Coordinator for the Large Animal Teaching Hospital in Athens. The role handles check-ins, scheduling, and ensures accurate client, patient, and referring veterinarian information, supporting both clinical and operational missions.

The position emphasizes professional communication, attention to detail, and teamwork in a fast-paced veterinary environment, with standard weekday hours and a commensurate

Qualifications

• High school diploma or equivalent required.
• Preferred experience in an animal hospital setting with veterinary terminology used daily.

Responsibilities

• Coordinate appointments and communicate with clients and patients.
• Assist with financial transactions and deposit collections; ensure accurate records and receipts.
• Back up medical records organization and processing to maintain completeness and timeliness.

Skills

Professional appearance

Attention to detail

Computer skills

Vet terminology

Verbal and written communication

Critical thinking

Time management

Team collaboration

Education

High school diploma or equivalent

Tools

Vetview

Instinct

Job description

Posting Details

• Posting Number: S15448P
• Working Title: Large Animal Client Services Coordinator
• Department: VetMed-VTH Admin Services
• About the University of Georgia: Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University\'s main campus is located in Athens, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University\'s enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including the newly established School of Medicine.
• About the College/Unit/Department: The University of Georgia College of Veterinary Medicine, founded in 1946, trains veterinarians, provides services to animal owners and veterinarians, and conducts investigations to improve the health of animals and people. The college values all members of the university community and upholds principles of community.
• College/Unit/Department website: https://vet.uga.edu/hospital-and-primary-care/hospital/
• Posting Type: External
• Retirement Plan: TRS
• Employment Type: Employee
• Benefits Eligibility: Benefits Eligible
• Full/Part time: Full Time
• Work Schedule: Monday-Friday, 8:00 a.m.-5:00 p.m.
• Advertised Salary: Commensurate with experience.
• Posting Date: 07/15/2026
• Open until filled: Yes
• Closing Date:
• Proposed Starting Date: 08/17/2026
• Special Instructions to Applicants:
• Location of Vacancy: Athens Area

• EEO Policy Statement: The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, veteran status, or other protected status. People needing accommodations or assistance with accessibility are encouraged to contact Central HR ([e-mail]).
• USG Core Values Statement: Integrity, Excellence, Accountability, and Respect. More details are available in USG policies. Freedom of Expression is supported as stated in relevant policies.

Position Information

• Classification Title: Patient Referral Spec I
• FLSA: Non-Exempt
• FTE: 1.00
• Minimum Qualifications:

  High school diploma or equivalent

• Preferred Qualifications: Preferred experience within an animal hospital setting with advanced veterinary terminology utilized on a daily basis.
• Position Summary: The Large Animal Client Services Coordinator provides professional, high-quality customer service and administrative support for the Large Animal Teaching Hospital. This position checks in clients and patients, schedules appointments, and ensures all client, patient, and referring veterinarian information is accurate and complete prior to and during each visit. The coordinator verifies ownership, billing party and record requirements, facilitates communication between clients and clinicians, and ensures a seamless client experience. This role supports both the clinical and operational missions of the Large Animal Teaching Hospital by maintaining accuracy, professionalism, and efficacy in all client service functions.
• Knowledge, Skills, Abilities and/or Competencies:
  • Maintain a professional appearance, voice, and demeanor when interacting with clients, veterinarians, students and staff.
  • Excellent attention to detail and accuracy in verifying client, patient, and veterinarian information.
  • Proficiency in computer applications including Microsoft Office Suites, Google Workplace, and electronic medical records.
  • Understanding of veterinary terminology and hospital operations.
  • Excellent verbal and written communication skills.
  • Strong critical thinking and problem-solving skills; ability to make sound decisions in a fast-paced environment.
  • Ability to prioritize multiple tasks, manage time efficiently, and maintain attention to detail.
  • Ability to work collaboratively within a team to support hospital operations and goals.

Duties/Responsibilities

• Appointment Coordination & Client Communication
  • Check in clients and patients using Vetview and Instinct, ensuring visit information is entered accurately and efficiently.
  • Verify animal ownership and confirm correct billing parties for all patients.
  • Confirm where medical records need to be routed and ensure records are complete and delivered after each appointment or admission is completed.
  • Verify financial affidavits for all clients and ensure forms are properly completed and signed prior to services.
  • Request and obtain medical records from referring veterinarians or outside facilities as needed before scheduled appointments or emergencies.
  • Schedule and confirm appointments for specialty services based on clinician availability and needs.
  • Answer incoming phone calls, respond to general inquiries, and direct messages to appropriate staff.
  • Send and manage follow-up messages, updates, and client concerns to doctors or service teams as needed.
  • Send and customize welcome package templates to new clients via email or mail, verifying that all relevant appointment details and hospital information are included.
  • Set clear expectations for clients regarding arrival times, check-in procedures, and anticipated visit duration.
  • Maintain professional and courteous communication with all clients to ensure a positive client experience.
• Financial and Cashiering Support
  • Assist the hospital\'s Financial Services team with collecting deposits for hospitalized patients.
  • Process client payments and deposits for outpatient, scheduled appointments and inpatient services.
  • Ensure financial transactions are entered accurately into the appropriate accounts and receipts are provided to clients.
  • Reconcile daily transactions and support basics cashier functions to the Large Animal Financial Services Coordinator.
  • Maintain confidentiality and accuracy in all financial handling and communications.
• Medical Records and Administrative Support
  • Serve as a back-up to the Large Animal Administrative Coordinator by assisting with medical records organization and processing as needed.
  • File loose paperwork and documentation into medical records.
  • Assist in archiving or scanning records during times of backflow or increased volume.
  • Support the records team in maintaining accuracy, completeness, and timely processing of all patient documentation.