Large Animal Client Services Coordinator

Overview

The Large Animal Client Services Coordinator provides professional, high-quality customer service and administrative support for the Large Animal Teaching Hospital. This role checks in clients and patients, schedules appointments, and ensures client, patient, and referring veterinarian information is accurate and complete prior to and during visits. The coordinator verifies ownership, billing party and record requirements, facilitates communication between clients and clinicians, and supports both clinical and operational missions of the Large Animal Teaching Hospital by maintaining accuracy and professionalism in client service functions.

• 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 should be routed and ensure records are complete and delivered after each appointment or admission.
  • 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 prior to scheduled appointments or en route emergencies.
  • Schedule and confirm appointments for specialty services based on clinician availability and needs.
  • Answer incoming calls, respond to general inquiries, and direct messages to appropriate staff.
  • Send 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 all appointment details and hospital information.
  • Set clear expectations for appointment arrival times, check-in procedures, and visit duration.
  • Maintain professional and courteous communication with all clients to ensure a positive 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 basic cashier functions for 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.
  • File loose paperwork and documentation into medical records.
  • Assist in archiving or scanning records during backflow or high-volume periods.
  • Support the records team in maintaining accuracy and timely processing of all patient documentation.

• Minimum Qualifications: High school diploma or equivalent.
• Preferred Qualifications: Experience in an animal hospital setting with daily use of advanced veterinary terminology.

• Maintain a professional appearance, voice, and demeanor when interacting with clients, veterinarians, students, and staff.
• Strong attention to detail and accuracy in verifying client, patient, and veterinarian information.
• Proficiency in Microsoft Office, Google Workspace, and electronic medical records.
• Understanding of veterinary terminology and hospital operations.
• Excellent verbal and written communication skills.
• Strong critical thinking, problem-solving, and decision-making abilities in a fast-paced environment.
• Ability to prioritize multiple tasks and manage time efficiently while maintaining attention to detail.
• Ability to work…