Client Services Specialist

University Staff

Regular

Medical Office Assistant

Make a Difference for Pets and the People Who Love Them Do you love helping people and thrive in a fast-paced, high-energy environment where no two days are ever the same? At UW Veterinary Care, we don't just provide world-class medical care for animals—we deliver exceptional experiences for their owners. We are looking for an empathetic, sharp, and reliable customer service professional to join our collaborative Client Services team.

If you bring strong phone presence, top-notch problem-solving skills, and a genuine passion for helping others, you'll find a supportive team, clear opportunities for growth, and a deeply rewarding career here.

• High-Touch Client Care:
  Serve as the first point of contact for incoming hospital calls. Answer inquiries, triage patient needs using hospital protocols, and deliver compassionate, top-tier communication to pet parents and referring veterinarians.
• Scheduling & Operational Support:
  Manage multi-department and clinician calendars, book complex specialty appointments, handle test requests, and ensure seamless patient flow.
• Patient Admissions & Records:
  Gather admission documentation, collect deposits, and meticulously maintain both electronic and paper medical records.
• Team & Service Coordination:
  Monitor multi-channel communications (including internal texting via Vocera, message boards, voicemails, and emails) to keep clinical staff, clinicians, and clients seamlessly connected.

This position is 80% - 100% FTE (32 - 40 hours per week). The anticipated schedule for this vacancy is Monday through Friday, from 8:00 AM to 5:00 PM. Occasional on-call and holiday hours may be required.

• Assesses patient's situation for designated service areas and, based on client interactions, follows hospital protocols to triage calls appropriately (10%)
• Greets patients, schedules appointments, maintains calendars, schedules tests, and makes referrals according to instructions (30%)
• Serves as first point of contact for all incoming calls to UWVC by answering calls in hospital client services (10%)
• Prepares documents for patient admissions and appointments (10%)
• Receives, submits, and responds to inquiries according to established policies and procedures (10%)
• Provides day-to-day operational support to medical work unit personnel (30%)

School of Veterinary Medicine

UW Veterinary Care (UWVC) Hospital

Client Services

The starting hourly rate for the position is $20.00 (but is negotiable based on experience and qualifications).

• Generous Compensation & Benefits:
  Outstanding health/dental insurance, WRS pension plan, and ample paid leave.
• Perks That Count:
  Annual shoe allowance, yearly hospital-branded apparel, and employee referral bonuses.
• Growth & Learning:
  Financial support for continuing education and professional development.
• Badger Pride & World-Class Community:
  Be part of the University of Wisconsin-Madison-a world-renowned public research university. You'll enjoy the energy, stability, and pride that comes with being a UW Badger, working alongside passionate colleagues who care deeply about our community and its pets.

• Minimum of 2 years of robust, high-volume customer service experience (phone-based customer support or medical reception experience highly preferred).
• Exceptional verbal and written communication skills with a natural ability to convey empathy over the phone.
• Outstanding multitasking ability,…