Veterinary Receptionist; Care Coordinator - Regional Veterinary Referral Center

Veterinary Receptionist (Care Coordinator) – The Regional Veterinary Referral Center

We are seeking a Care Coordinator to support our 24/7 emergency and specialty hospital in Springfield, Virginia.

The Care Coordinator performs a range of administrative and customer‑service tasks to ensure the smooth functioning of our hospital. Responsibilities include greeting clients, managing the lobby, entering data, handling billing, and providing basic medical support.

• Warmly greet owners and potential owners in person or on the phone; answer questions.
• Maintain a professional appearance and keep the exam rooms and lobby clean.
• Identify and work compassionately with clients in various emotional states.
• Respond to inquiries about services and species; refer to appropriate department or staff member.
• Coordinate the flow of pets and owners in the lobby; mitigate long wait times and scheduling issues.
• Recognize symptoms in crisis situations and handle basic medical emergencies appropriately.
• Assist owners when picking up medications, ashes, or special dietary products.
• Input data into practice‑management software to check pets in, make postings to accounts, and compile data for reports.
• Type and edit correspondence, reports, memoranda, and other documents accurately.
• Respond to emails and document in the database with professional writing.
• Receive and distribute incoming mail; process and stamp outgoing mail.
• Perform cashiering duties, process refunds, returns, and credits.
• Organize and process all payment plans.
• Process billing statements and collections.
• Weight pets when they come in for exams or procedures.
• Process faxes.
• Show up for work regularly; full‑time presence at work is essential for every shift.
• Obtain previous records from other facilities and add them to the patient chart.
• Learn basic veterinary medicine terminology.
• Multi‑task efficiently.
• Take medication refill requests and messages for doctors.
• Use Windows‑based computer systems, word processing, email, web search, and other software as needed.
• Reconcile the drawer and complete end‑of‑day duties.
• Perform other duties as assigned by the Hospital Manager and Medical Director.

• High school diploma or GED.
• Previous reception experience at an emergency veterinary hospital.
• Strong typing and computer‑use skills.

• At least 2 years of experience as an ER receptionist.

• Full Time:
  Sunday, Monday, Tuesday – 10:30 AM–11 PM;
  Wednesday to Friday – 10:30 AM–11 PM.
• Part Time:
  Saturday to Sunday – 7 AM–7:30 PM.

• Medical, dental, and vision insurance.
• Paid parental leave (birth, adoption, foster).
• 401(k) with discretionary contribution.
• Team member pet discounts.
• Emotional well‑being 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 – $20 – $23 USD per hour.

Pet Vet 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.