Veterinary Customer Service Representative; CSR

Veterinary Customer Service Representative (CSR)

Join to apply for the Veterinary Customer Service Representative (CSR) role at Community Veterinary Partners
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Coyne Veterinary Center - Portage seeks a customer service focused individual to join their growing reception team. The role requires exceeding clients’ expectations for outstanding service while creating a warm and welcoming impression. A good receptionist is a "people person" who enjoys working with diverse clients and is caring, friendly, and efficient. Receptionists must remain professional and courteous, handle multiple tasks, and serve as part crowd control, efficiency expert, and records manager.

Responsibilities include answering phones, differentiating routine and emergency cases, scheduling boarding/grooming appointments, greeting clients, admitting and checking out clients, processing payments, managing financial information, and communicating between clients and other staff.

$15.00/hr – $16.00/hr

• Provide compassionate care to all patients
• Greet clients and pets by name
• Answer phones promptly and professionally using a multi‑line phone system
• Receive and transmit faxes
• Take and deliver messages promptly to appropriate staff, pulling medical records of patients so staff can properly document information
• Note in medical records the details discussed during client conversations including the date, time, key points of the discussion and any action required
• Check medical and computer records for accurate client addresses, phone numbers and e‑mails.
• Weigh pets each visit and record weights in medical records and on computer
• Schedule boarding/grooming appointments according to hospital scheduling guidelines
• Answer clients’ questions about veterinary services and products and provide knowledgeable advice about wellness, prevention and disease
• Fill prescriptions and provide routine administration instructions to clients
• Always refer to the veterinarian as doctor; never use the doctor’s first name in the presence of clients
• Prepare consent forms, estimates/treatment plans and be able to discuss the hospital’s financial policies with clients
• Prepare health certificates and/or proof of vaccination as requested by the client
• Advise clients on proper nutrition, flea/tick/heartworm preventatives, pre‑anesthetic testing, pain management, shampoos, home dental products and other retail items
• Maintain a clean, neat reception area and front desk
• Explain invoices to show value for the care provided, stating all services and products before the total
• Collect payment when services are rendered, including making change for cash payments, processing credit cards and getting proper  checks
• Know fees for routine services
• Retrieve, update and file patient medical records
• Clean up after pets’ accidents in the reception area, exam rooms and exterior sidewalks
• Water and maintain plants in waiting exam rooms
• Collect specimens that clients bring in for lab analysis, label and take to the lab area. Note the date and time of specimen collection in the appropriate hospital log to ensure they are completed and the client is notified of the results. Place corresponding medical file in appropriate area.
• Recognize emergency situations, enlisting the aid of doctors and technicians
• Wear personal protective equipment required for each job duty and keep PPE in good working order. PPE includes goggles or face shields, aprons, gloves and/or other equipment assigned.
• Provide facility tours for clients, explain services offered
• Maintain food and supply storage
• Understand infectious diseases and how to control and prevent their spread
• Communicate with clients in person and on the phone
• Attend monthly mandatory staff meetings
• Attend mandatory continuing education seminars

• High school diploma or equivalent, some college preferred
• Minimum age requirement of 18 years old

• Ability to read and comprehend instructions
• Effective communication with clients in person and by phone
• Experience in caring for animals, proper restraint techniques preferred
• Ability to add, subtract, multiply and divide in all units of measure, using whole…