We are looking for a bright, friendly, organized, and highly dependable Veterinary Client Services Coordinator to help keep our hospital running smoothly.
This is more than a traditional receptionist position. Our front office team plays an important role in patient care, client communication, scheduling, administrative accuracy, and daily hospital operations.
Veterinary experience is a plus, but not required. We are willing to train the right person who demonstrates strong intelligence, initiative, attention to detail, and the ability to learn quickly.
Key Responsibilities
Client & Patient Services
- Greet clients and patients warmly and professionally.
- Check patients in and out accurately and efficiently.
- Verify client and patient information, appointments, and required paperwork.
- Answer incoming calls, transfer calls appropriately, and take accurate messages.
- Assist clients with scheduling, general questions, and appointment preparation.
- Process payments, invoices, and checkout documentation accurately.
- Communicate effectively with veterinary technicians, doctors, and hospital management.
Administrative & Operational Support
- Prepare, process, scan, and organize medical and administrative paperwork.
- Maintain accurate patient records and enter information into hospital software.
- Assist with appointment coordination and daily workflow.
- Monitor and replenish front office supplies and inventory.
- Receive deliveries, stock supplies, and help maintain organized storage areas.
- Assist with inventory counts, supply tracking, and ordering processes.
- Complete assigned daily opening, closing, and operational checklists.
Hospital Cleanliness & Team Support
- Maintain a clean, organized, and welcoming reception area.
- Clean and disinfect counters, workstations, and shared areas.
- Restock supplies and maintain client-facing spaces.
- Assist with general hospital cleaning and organizational tasks as needed.
- Support team members across departments to keep operations running efficiently.
- Take initiative when work needs to be completed rather than waiting to be asked.
What We're Looking For
The right person must be:
- Quick to learn: Able to absorb new information, understand medical terminology, and become proficient with hospital systems and procedures.
- Accurate: Detail-oriented and careful with patient information, documentation, scheduling, and financial transactions.
- Efficient: Able to work quickly without sacrificing quality or accuracy.
- Friendly and professional: Welcoming, helpful, and confident when communicating with clients and coworkers.
- Dependable and punctual: Consistently arrives on time, meets deadlines, and follows through on responsibilities.
- Organized: Capable of managing multiple priorities in a busy medical environment.
- Resourceful: Uses good judgment, solves problems, and knows when to ask questions.
- Team-oriented: Willing to help wherever needed, including cleaning, stocking, and other daily hospital responsibilities.
- Knowledgeable: Motivated to learn about veterinary services, hospital processes, and patient care so they can confidently assist clients.
Qualifications
Required
- High school diploma or equivalent.
- Strong verbal and written communication skills.
- Basic computer proficiency and ability to learn new software quickly.
- Strong organizational skills and attention to detail.
- Ability to multitask in a fast-paced environment.
- Professional appearance, positive attitude, and dependable attendance.
- Ability to perform basic math and accurately process transactions.
- Willingness to perform both administrative and hands-on operational tasks.
Preferred, But Not Required
- Experience in veterinary medicine, human healthcare, or a medical office.
- Reception, customer service, scheduling, or administrative experience.
- Experience with electronic medical records or practice management software.
- Familiarity with medical terminology.
We will train the right candidate. Prior veterinary experience is not necessary, but the ability to think quickly, retain information, follow instructions, and perform accurately is essential.
Physical & Work Requirements
- Ability to sit, stand, and walk throughout the workday.
- Ability to lift and carry supplies weighing up to 25 pounds.
- Comfortable working around animals in a veterinary medical environment.
- Ability to maintain professionalism during busy or stressful situations.
- Willingness to assist with cleaning, stocking, and other physical tasks.
What Success Looks Like
A successful Veterinary Client Services Coordinator:
- Ensures clients are greeted promptly and treated with kindness and professionalism.
- Completes check-ins, checkouts, and paperwork accurately and on time.
- Answers and routes calls efficiently.
- Keeps patient information, schedules, and records accurate and current.
- Maintains a clean, organized, and well-stocked front office.
- Learns quickly, takes initiative, and requires minimal repeated instruction.
- Helps create a positive experience for clients, patients, and teammates.
Compensation, Benefits, and Professional Support
- 401(k) retirement plan with employer matching
- Medical, dental, and vision insurance
- Employee assistance program
- Health savings account
- Life insurance
- Two weeks of paid time off
- Parental leave
- Employee pet-care discount
- Opportunity to train in the veterinary field
Why Join Sage Veterinary Imaging?
At Sage Veterinary Imaging, you'll be part of a team dedicated to helping animals through advanced diagnostic medicine. You'll gain exposure to a specialized veterinary healthcare environment, develop valuable medical administrative skills, and work alongside professionals committed to excellence.
We value people who are eager to learn, take pride in their work, and understand that every detail matters when caring for patients.
If you're smart, motivated, friendly, dependable, and ready to learn, we'd love to hear from you.
Please complete our work style survey as a part of the application process: https://go.cultureindex.com/p/S3jfd32n4V8eE6LC2eJ