Veterinary Receptionist (Care Coordinator) - Veterinary Referral Associates

Petvet-Care-Centers; Gaithersburg (MD); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with discretionary contribution

Parental leave

Pet discounts

EAP / mental wellbeing support

Job summary

PetVet Care Centers' Veterinary Referral Associates in Gaithersburg, MD is seeking a Veterinary Receptionist (Care Coordinator) to join our team. The role combines front-desk client service with hospital support in a high-volume specialty and 24/7 emergency setting.

Responsibilities include scheduling, data entry, billing, patient intake, and coordinating care under pressure. The ideal candidate has veterinary hospital experience, strong communication, and a team-oriented mindset.

Qualifications

• Experience working in a veterinary hospital
• Minimum 2 years in customer service (vet, restaurant, retail or service)
• Must be 18 years or older
• Excellent communication and client service skills
• Able to multi-task under stress

Responsibilities

• Provide excellent customer service in person, on the phone, and in high-stress situations
• Manage lobby flow, schedule appointments, and address concerns
• Handle basic medical emergencies for pets and owners
• Assist with medication pickups, inquiries, and information about services
• Enter data in practice management software and manage billing/accounts
• Support retail sales, weigh pets, process faxes, maintain records
• Reconcile cash drawer and perform end-of-day financial duties

Skills

Customer service

Communication skills

Multi-tasking

Teamwork

Money handling

Education

High school diploma or GED

Tools

Cornerstone

Job description

PetVet Care Centers' Veterinary Referral Associates is currently seeking a Veterinary Receptionist (Care Coordinator) to join our 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

Join our team as a Care Coordinator who contributes to the success of a high-performing organization committed to delivering superior care and exceptional service. Performs a range of administrative and customer service tasks, providing valuable support to the hospital. Within the veterinary field, this position aligns closely with roles often titled Veterinary Receptionist, Customer Service Representative, or Client Care Specialist.

Veterinary Referral Associates in Gaithersburg, MD is one of the oldest and best-known specialty veterinary and 24/7 emergency hospitals in the country, with around-the-clock emergency care available every day of the year, no appointment required. The AAHA-accredited team includes board-certified specialists in Anesthesiology, Critical Care, Dermatology, Internal Medicine, Neurology, Ophthalmology, Surgery, Medical and Radiation Oncology, Physical Rehabilitation and Sports Medicine. We actively promote cross training in all departments.

Key Responsibilities

• Provides excellent customer service in-person, over the phone, and during high-stress situations.
• Manages lobby flow, addresses concerns, calms distressed owners, and schedules appointments.
• Handles basic medical emergencies for pets and owners, ensuring safety and well-being.
• Assists with medication pickups, inquiries, and provides information about services and products.
• Inputs and manages data in practice management software, including billing and accounts.
• Assists with retail sales, weighing pets, processing faxes, and maintaining records.
• Reconciles cash drawer and performs end-of-day duties for accurate financial transactions.

Qualifications (Required)

• Applicants must be 18 years of age or older to be considered for this position
• High school diploma or GED required, or equivalent combination of education, certification, training, and/or experience
• Candidate MUST have experience working in a veterinary hospital
• Candidate must have at least 2 years of experience working in customer service, i.e. veterinary, restaurant, retail, or service business
• Candidate must have a high school diploma or equivalent.
• Must have sound decision-making skills and be able to multi-task while working in an environment of stress
• Excellent communication and client service skills
• Ability to work individually and in a team-oriented environment
• Ability to take direction
• Ability to handle money accurately and honestly
• Be well-groomed and organized
• Be friendly, outgoing and people-oriented

Duties Include: Client service, answering telephones, making appointments, maintaining electronic medical records, pharmacy and retail sales, maintenance/housekeeping, financial responsibilities such as collecting deposits/payments and balancing cash drawer

Preferred Skills (Nice to Have)

• Experience with Cornerstone is a plus!
• Experience in specialty/emergency veterinary medicine

Schedule:

• Swing Shift
• Monday, Tuesday, Wednesday: 10AM-6PM;
  
• Thursday, Friday: 7AM-2PM

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 $18 — $25 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 400 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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