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PetVet Care Centers · 1 day ago

Client Service Representative

Santa Cruz, CA

Full-time

Onsite

New Grad, Entry Level

$18.41/hr - $18.41/hr

PetVet Care Centers is a leading provider of veterinary services dedicated to improving the lives of animals and people. They are seeking a Client Service Representative to serve as receptionist and perform clerical duties related to animal patient care and treatment, while providing support to the veterinary practice manager and staff.

Health CareMedicalPet

Responsibilities

Open the practice and set up for the morning as directed

Close the practice for the evening as directed

Clean and straighten the public areas of the practice including the front desk, reception area, waiting area, office, public bathroom and exam rooms

Welcome clients and patients to the practice and provide for their comfort while they are in the practice. This includes greeting clients, offering coffee, showing them to waiting area, etc

Answer incoming telephone calls utilizing proper telephone etiquette. Screen those calls that are handled by other staff members and take care of routine calls. Routine calls include those seeking information about veterinary services. Provide knowledgeable sub-professional advice concerning the care and treatment of animals including questions regarding hospital services, fees, animal care and treatment in accordance with hospital policies. Appropriately direct other questions and communication to a veterinarian, practice manager, or other staff members. Access company email throughout the day and correspond as needed

Prepare to receive appointments by reviewing client and patient records and preparing needed forms in advance of clients' arrival. Complete required forms such as new client form, trial pet insurance, pre exam checklist, tracking sheets, consent forms, payment agreements, etc. and obtain all necessary information. Scanning and attaching medical documents into the electronic medical record

Handle emergency situations by following established clinic policies and procedures in referring clients for immediate treatment of their animals when requests are accompanied by complaints of acute symptoms. Determine nature of injury/illness and attempt to reassure distressed pet owners

Follow hospital policies regarding patient admittance. Determine whether immunizations/tests are current. Recommend update of necessary immunizations/tests to clients

Notify doctors and technicians of patient arrival

Ensure patient's discharge instructions are electronically signed. Ensure that future reminders are set up in the computer system for the patient

Present clients with medications, instructions, new client kits and any other items to take home

Review the services that were rendered to the pet (verbally itemize the client receipt) and inform client of the total amount due. Assure that owners meet all financial obligations or that acceptable arrangements have been made

Accept payments from the client. Accurately process cash, checks, charge card payments and Care Credit and Scratch pay account payments

Schedule appointments for the clinic after obtaining all necessary data concerning the animal and owner. Prepare all required forms such as animal clinical records, health certificates, immunization certificates, lab reports and euthanasia certificates in advance, if possible

Perform over the counter selling of pet foods and supplies. Exercise a technical knowledge of products sold. Must be able to lift up to 28 lbs

Enter data into the computer system as required. Retrieve and modify stored records. Assist in the updating of client/patient files as needed including name, address, telephone numbers, email addresses and vaccination and heartworm history

Retrieve and scan medical records accurately and promptly

Perform an end of day procedure each evening. This would include reconciling invoices and balancing the cash drawer, running end-of day computer reports, preparing the bank deposit and presenting the reports and deposit information to the practice manger or owner

Performs other duties as assigned

Qualification

Client service experienceComputer applications proficiencyClerical procedures knowledgeCustomer service skillsCash handling abilitiesMultitasking skillsVeterinary experienceMulti phone linesDealing with emotional clients

Required

Has Client service experience

Comfortable using multiple computer applications

High school diploma or GED required, or equivalent combination of education, certification, training, and/or experience

Knowledge of clerical procedures and ability to organize files and records

Excellent customer service skills, providing courteous and prompt assistance

Accurate cash handling and cashiering abilities

Strong multitasking skills with attention to detail

Flexibility in scheduling, including weekends and holidays

Ability to work at a keyboard or workstation for extended periods and perform physical tasks such as standing, walking, climbing, and lifting animals up to 50 pounds