Large Animal Client Services Coordinator

University of Georgia; Kentucky; On-site; USD 32,000 - 52,000; Full time

Job summary

University of Georgia is seeking a Large Animal Client Services Coordinator to provide professional client service and administrative support at the Large Animal Teaching Hospital. You will check in clients, schedule appointments, verify ownership and billing, manage records, and facilitate communication between clients and clinicians for a seamless experience.

Responsibilities include handling financial transactions, managing records, coordinating with referral veterinarians, and ensuring

Qualifications

• High school diploma or equivalent.
• Experience with veterinary terminology is preferred.
• Strong communication and organizational skills are essential.

Responsibilities

• Check in clients and patients using Vetview and Instinct with accurate visit details.
• Verify ownership and correct billing parties for patients.
• Process and deliver medical records and coordinate records routing.
• Assist financial services with deposits and payments; issue receipts.
• Support administrative functions and maintain orderly records.

Skills

Professional appearance

Attention to detail

MS Office proficiency

Google Workspace

Electronic medical records

Veterinary terminology

Verbal and written communication

Time management

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Office

Google Workspace

EMR systems

Job description

Large Animal Client Services Coordinator

The Large Animal Client Services Coordinator provides professional, high-quality customer service and administrative support for the Large Animal Teaching Hospital. This role is responsible for checking in clients and patients, scheduling appointments, verifying ownership and billing details, managing records, and facilitating communication between clients and clinicians to ensure a seamless client experience.

Key Responsibilities

• Appointment Coordination & Client Communication:
  • Check in clients and patients using Vetview and Instinct, ensuring all visit information is entered accurately.
  • Verify animal ownership and confirm correct billing parties for all patients.
  • Confirm routing of medical records, ensure completeness, and deliver records after appointment or admission.
  • Verify financial affidavits and ensure required forms are signed prior to services.
  • Request and obtain medical records from referring veterinarians or outside facilities.
  • Schedule and confirm appointments for specialty services based on clinician availability.
  • 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.
  • Send and customize welcome package templates to new clients via email or mail.
  • Set clear expectations for clients regarding appointment arrival times and visit duration.
  • Maintain professional and courteous communication to ensure a positive client experience.
• Financial and Cashiering Support:
  • Assist the Financial Services team with collecting deposits for hospitalized patients.
  • Process client payments and deposits for outpatient, scheduled and inpatient services.
  • Enter financial transactions accurately and issue receipts to clients.
  • Reconcile daily transactions and support basic cashier functions.
  • Maintain confidentiality and accuracy in all financial handling and communications.
• Medical Records and Administrative Support:
  • Assist the Administrative Coordinator with medical records organization and processing.
  • File loose paperwork and documentation into medical records.
  • Assist in archiving or scanning records during periods of increased volume.
  • Support the records team in maintaining accuracy, completeness, and timely processing of patient documentation.

Minimum Qualifications

• High school diploma or equivalent.

Preferred Qualifications

• Experience within an animal hospital setting with advanced veterinary terminology used daily.

Knowledge, Skills, Abilities and Competencies

• 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 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 with sound decision‑making in a fast‑paced environment.
• Ability to prioritize tasks, manage time efficiently, and maintain attention to detail.
• Collaborative teamwork to support hospital operations and goals.

Physical Demands

• Ability to lift and carry up to 15 pounds, both assisted and unassisted.
• Ability to sit for long periods and perform repetitive actions throughout the day.
• Walking on uneven surfaces is common.
• Organize and maintain focus on large amounts of detail.
• Deliver items throughout the Veterinary Teaching Hospital during the day.

Equal Opportunity / EEO Statement

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status.

Contact Information

Recruitment Contact: Kris Mitchell
Email: [e-mail]
Phone: [phone]

Applicant Documents

• Resume/CV
• Cover Letter
• List of References with Contact Information