Vet Front Desk & Care Coordinator

PetVet Care Centers; West Islip (NY); On-site; USD 27,552 - 31,684; Full time

Benefits offered by this job

Medical/Dental/Vision insurance

Parental leave

401(k) plan

Pet discounts

Calm app access / EAP

Job summary

PetVet Care Centers’ Veterinary Medical Center of Long Island is seeking a Veterinary Receptionist (Care Coordinator) to join our fast-paced team. You will be the first point of contact for clients, ensuring they feel welcomed, understood and appreciated while managing front desk duties.

As a Care Coordinator, you will handle appointment scheduling, greet clients by name, coordinate with veterinarians, manage payments, and maintain organized records in a busy animal hospital environment.

Qualifications

• Applicant must be 18 years of age or older.
• High school diploma or equivalent.
• Excellent customer service and communication skills.
• Excellent phone etiquette including transfers, paging, putting calls on hold, directing to voicemail and taking messages.
• Computer skills.
• Excellent interaction skills with clients and animals in the reception area.
• Ability to work in a team oriented environment and to take/execute directions.
• Ability to handle money transactions accurately and with honesty.
• Sound decisionmaking and multitasking skills while working in stressful environment.

Responsibilities

• Greet clients and patients by name in a friendly manner.
• Recognize and meet client needs.
• Make pets feel welcomed at clinic.
• Keep animals isolated from others when necessary.
• Perform opening procedures such as turning computers on, retrieving messages, returning phone calls, knowing appointments and surgery schedules.
• Create and confirm client appointments and ensure smooth flow of appointments to allow staff down time.
• Answer phones and direct clients to appropriate departments, give approved advice and options for issues and problems.
• Keep all files neat in alphabetical order and client information legible, current on addresses and phone numbers.
• Prepare patient charts for technicians and doctors.
• Provide lab work test information to doctors for client communication.
• Keep desk and reception area neat and organized; ensure all forms, paperwork, tags and price lists are available for staff as needed.
• Collect fees for services, write up sales slips/receipts, and dismiss patients.
• Handle daily receipts.
• Handle referral letters and mail to client’s regular veterinarian.

Skills

Customer service

Communication

Phone etiquette

Computer skills

Teamwork

Money handling

Multitasking

Education

High school diploma or equivalent

Job description

PetVet Care Centers' Veterinary Medical Center of Long Island is currently seeking a Veterinary Receptionist (Care Coordinator) to join their team!

At PetVet Care Centers, our mission is to improve the lives of animals and people — providing exceptional and compassionate care at every stage — for all the moments that matter.

Because life is better with pets.

We deliver the Ultimate Care Experience — every pet, every client, every time. That starts with a Culture of Care that supports our team members as much as the pets and clients we serve.

With more than 420 locally led hospitals and over 11,000 team members nationwide, we offer:

• Local autonomy with national support
• Career mobility and development opportunities
• A collaborative, inclusive environment where your wellbeing comes first
  
  

You care for pets. We care for you.

Position Overview

We are looking for someone who has more busy medical front desk experience as we are a very fast paced hospital.

Join our team as a Care Coordinator who is the first contact of the clients with the Hospital; this is where first impressions are made. The person in this position must be able to recognize and meet the client’s needs, which include feeling welcomed and comfortable, being understood, receiving timely service, being remembered and recognized, and feeling appreciated. Within the veterinary field, this position aligns closely with roles often titled Veterinary Receptionist, Customer Service Representative, or Client Care Specialist.

Veterinary Medical Center of Long Island in West Islip, New York, is a premier emergency and specialty hospital offering advanced care across multiple disciplines in a fast-paced, team-driven environment.

VMCLI’s Conformance Statements

In the performance of their respective tasks and duties all employees are expected to conform to the following:

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
  
  

Responsibilities/Duties/Functions/Tasks

The following is a list of essential job requirements. This list may be revised at any time and additional duties not listed here may be assigned as needed. Job Functions and Job Responsibilities include, but are not limited to:

• Recognize and meet client needs.
• Greet clients and patients by name in a friendly manner.
• Make pets feel welcomed at clinic.
• Recognize severe/serious cases in need of immediate attention.
• Keep animals isolated from others when necessary.
• Perform opening procedures such as turning computers on, retrieving messages, returning phone calls, knowing appointments and surgery schedules.
• Make client appointments as well as confirm appointments. This includes making sure the appointments flow easily and the doctor as well as staff will have enough down time for lunch and or breaks as scheduled.
• Answering phones and directing clients to appropriate departments as well as giving approved advice and options for issues and problems.
• Making sure all files are kept neat in alphabetical order and client information is legible as well as current on addresses and phones numbers. Our Doctors must be able access client files as they need them.
• Preparing patient charts for technicians and doctors.
• Keeping all lab work tests and make information that is needed for appointments available to the Doctors so that they can relay the information to our clients.
• Keeping desk and reception area neat and organized, making sure all forms, paper work files, tags and prices lists are out and available for the Doctors, veterinary technicians and veterinary assistants as needed.
• Collecting fees for services, writing up sales slips/receipts, and dismissing patients.
• Doing daily receipts.
• Handling referral letters and mailing to client’s regular veterinarian.
  
  

Qualifications (Required)

• Applicants must be 18 years of age or older to be considered for this position.
• High school diploma or equivalent.
• Excellent customer service and communication skills.
• Excellent phone etiquette and skills, including transfers, paging, putting calls on hold, directing calls to voicemails and taking messages down.
• Computer skills.
• Demonstrate excellent interaction skills with clients and animals in the reception area.
• Ability to work in a team oriented environment and to take/execute directions.
• Ability to handle money transactions accurately and with honesty.
• Sound decision-making and multi-tasking skills while working in stressful environment.
  
  

Special Position Requirements/Physical Requirements

• Full-Time, Swing Shift
• Schedule will be Monday, Tuesday, Wednesday, and Saturday from 2pm-12am
  
  

Preferred Skills (Nice To Have)

• Experience in a veterinary setting
• Service oriented, dedicated, polite, caring, empathetic, organized and trustworthy personality.
• Ability to follow directions with and without supervision and to refer questions and issues to the appropriate personnel.
• Ability to recognize certain behaviors in animals.
• Proficiency in all hospital protocols and invoicing procedures.
  
  

Work Requirements

• Reports to Office manager, Hospital administer, and veterinarians.
• Basic typing skills, fundamental knowledge of the alphabet, thoroughness and neatness.
  
  

What We Offer

We care deeply about supporting our team members — professionally and personally. Benefits include:

• Medical, dental, and vision insurance
• Paid Parental Leave (birth, adoption, foster)
• 401(k) with discretionary contribution
• Team Member Pet Discounts
• Emotional wellbeing support — including Calm app access and 24/7 EAP
• CE stipends and career development resources
• Grant Circle — a relief fund for team members facing personal hardship
• Local hospital culture backed by national resources
  
  

Pay Range

$20—$23 USD

At PetVet Care Centers, we’re committed to a Culture of Care — for pets, for the people who love them, and for the team members who make it all possible. With more than 420 hospitals across the U.S. and a team of over 11,000 dedicated professionals, including 1700+ veterinarians, we offer a unique blend of local leadership and national support that helps our hospitals thrive.

Our model is built on partnership, collaboration, and local medical autonomy, empowering each hospital to deliver high-quality care while benefiting from shared resources and a strong professional community. Whether you’re providing care in a hospital or supporting operations behind the scenes, PetVet is a place where you can grow your career, stay connected to your purpose, and make a meaningful impact.

You care for pets. We care for you.

PetVet is an equal opportunity employer. All employment decisions are made without regard to race, color, age, gender, gender identity or expression, sexual orientation, marital status, pregnancy, religion, citizenship, national origin/ancestry, physical/mental disabilities, military status or any other basis prohibited by law. EOE, M/F/D/V

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