Veterinary Receptionist - Client Care Specialist

Metropolitan Veterinary Specialists & Emergency Service; Louisville (KY); On-site; USD 2,066,000 - 2,480,000; Part time

Benefits offered by this job

Mentorship program

Flexible scheduling

Shift differentials (Sat/Sun)

Call‑in stipend

Employee pet care discounts

Job summary

Metropolitan Veterinary Specialists & Emergency Service in Louisville, KY is seeking a Client Care Specialist to warmly welcome clients, manage registrations, and help families navigate the hospital's front desk while supporting the clinical team.

You will handle phone calls, schedule appointments, coordinate patient flow, maintain records, and assist with payments. The role emphasizes empathy, clear communication, and teamwork in a busy specialty and emergency setting.

Qualifications

• High school diploma or equivalent; 1+ year in a veterinary or busy medical setting.
• Strong customer-service and professional communication skills.
• Ability to manage competing priorities and stay calm under pressure.
• Familiarity with EMR or practice-management software, phone systems, and MS Word/Excel.

Responsibilities

• Welcome clients and their pets; assist with registration and admission forms; verify contact and patient information.
• Answer a multi-line phone system; gather concerns; route calls promptly.
• Learn veterinary triage protocols; involve nurses/doctors as needed.
• Coordinate arrivals, appointments, and patient flow; inform the team of reassessments.
• Keep clients updated with empathy; explain next steps and visit process.

Skills

Customer service

Communication

Prioritization

Calm under pressure

Listening

Teamwork

Education

High school diploma or equivalent

Tools

Electronic medical records

Multi-line phone systems

Word & Excel

Job description

Our Roots

With over 20 years of specialty and over a decade of experience in emergency medicine, Metropolitan Veterinary Specialists & Emergency Service (MVSES) provides exceptional veterinary care throughout the large Louisville area, state of Kentucky, southern Indiana and surrounding areas.

CARE COMPASSION TRUST TEAM

Love helping people and their pets? Put that passion to work at MVSES! We are looking for a Client Care Specialist who brings a warm welcome, a clear head, and thoughtful communication to our busy specialty and emergency veterinary hospital. You will help families feel informed and supported while keeping important details-and patient flow-on track.

Make a difference with every conversation

When a pet needs care, a reassuring voice and a helpful next step can mean a great deal. As part of our reception team, you will connect pet owners with triage nurses, doctors, and the services they need. Your work helps clients navigate stressful moments and supports the clinical team in delivering timely care.

What your shift will look like

• Welcome clients and their pets, assist with registration and admission forms, and confirm accurate contact and patient information.
• Answer a multi-line phone system, gather information about client concerns, and route calls and messages promptly.
• Learn emergency phone-triage protocols through training, recognize concerns that require clinical attention, and promptly involve the appropriate nurse or doctor.
• Coordinate arrivals, appointments, and patient flow with triage nurses and doctors; alert the clinical team when a waiting patient needs reassessment.
• Keep clients updated about next steps and the visit process, using empathy and clear communication to ease anxiety and address concerns.
• Maintain accurate electronic records, appointment details, and messages so teammates have the information they need.
• Process deposits and payments, explain hospital payment policies, and help resolve billing questions or connect clients with the right team member.
• Support smooth check-in and checkout, organized handoffs, and a clean, welcoming reception area.

Weekend Frontline Rhythm

Your Saturday/Sunday shift (10:00 a.m.–8:00 p.m.) starts with the lobby coming to life-phones humming, clients arriving, and quick updates traveling between the front desk and clinical teams. You'll move between the check-in counter and the computer with focus, keeping details tight while offering a calm, reassuring presence. Midday can surge without warning; you'll pivot smoothly as priorities change, then reset the pace with clear next steps for clients. You'll wrap up by ensuring the day's information is buttoned up for seamless handoffs. Rotating holiday coverage is scheduled months ahead, so you can plan confidently.

A role for someone who enjoys people

You do not need to have every answer. You do need to listen carefully, follow through, and know when to ask for help. If you enjoy solving problems, keeping details organized, and helping people feel heard, you could be a great addition to our Client Care team.

What you bring

• A high school diploma or equivalent and at least one year of experience in a veterinary practice or another busy medical setting providing client or patient support.
• Strong customer-service skills and confident, professional communication in person and by phone.
• The ability to manage competing priorities, stay calm under pressure, and handle sensitive conversations with compassion.
• Comfort with electronic medical records or practice-management software, multi-line phone systems, and Microsoft Word and Excel.
• Dependability, accuracy, discretion with confidential information, and a collaborative approach to teamwork.
• A willingness to learn veterinary terminology, emergency phone-triage protocols, and hospital procedures.

Veterinary reception experience, phone-triage experience, and two or more years of veterinary or customer-service experience are especially welcome. Additional language skills are a plus.

Your schedule

• This is a part‑time, on‑site position with a two‑day weekly schedule.
• Current available hours are mid‑shift, 10:00 a.m. to 8:00 p.m., Saturday and Sunday. Additional shifts may be available.
• Some rotating holidays are required. These are scheduled months in advance.
• Specific days and weekend hours will be discussed during the hiring process; start and end times may vary with department needs.

Compensation and benefits

Compensation is based on experience and qualifications. Shift differentials may apply to eligible hours worked. MVSES benefits include:

• Standardized position training with mentorship.
• Scheduling flexibility and training to help you succeed in the role.
• Differential shifts pay that may apply to this position:
• Saturday and Sunday daytime hours, 6:00 a.m. to 6:00 p.m.: an additional $3 per hour.
• Evening hours, 6:00 p.m. to midnight: an additional $4 per hour.
• Call‑in stipend may also be offered as needed.
• Employee pet care discounts.

Get to know MVSES

MVSES provides specialty and emergency veterinary care to Louisville, Kentucky, Southern Indiana, and the surrounding region. Our Client Care Specialists are an essential part of that work, helping families connect with the care their pets need and keeping communication moving throughout the hospital.

This is an active reception role with both seated computer work and periods of standing, walking, bending, and reaching. You will work around animals and may support clients during difficult or emotional visits. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.