Client Care Specialist

JOB DESCRIPTION
CLIENT CARE SPECIALIST

REPORTS TO: Owner or Practice Manager

POSITION OVERVIEW

The client care specialist is the client’s first contact when calling or visiting the practice and as such presents the professional image of the practice to callers and visitors. The receptionist answers telephones, greets clients and escorts them to waiting rooms, receives and transmits telephone and other messages, updates client business records, prepares billing and collects payments and performs a variety of other related services.

  • Answers telephones and place calls quickly, efficiently and in a professional and friendly manner, using a multi-line telephone system.
  • Screens calls to determine which should be handled by other staff members; follows established policies and procedures in referring clients for immediate treatment of animals when requests are accompanied by descriptions of acute symptoms.
  • Answers client’s inquiries about hospital policies, basic pet care questions, costs of immunizations and spays/neuters.
  • Upholds protocols and standards set out by Pet Medical Center of Edmond
  • Receives and transmits telephone and fax messages accurately and promptly.
  • Greets clients, enters or update client and pet information into practice computer system, escorts to examining room.
  • Proper medical records maintenance including documenting conversations with clients, scanning in documents as necessary, and entering on-line pharmacy requests.
  • Prepares health certificates, immunization certificates, laboratory reports, and euthanasia certificates, appointment paperwork.
  • Prepares client invoices and obtain payments after services performed.
  • Performs over-the-counter selling of specialty merchandise, exercising a technical knowledge of products sold.
    • Maintains the appearance of the business office, professional, pressed scrubs with clinic name and employee name.
    • Displays a positive, team player attitude daily
    • Financial accountability for daily balancing of cash drawer, collection of payments.
    • Attends clinic sponsored events such as client education events, community outreach, pet health fairs and any other events requested by management
    • Performs other duties as assigned such as accuracy of client and pet contact and billing information, front desk organization, teamwork, problem-solving, participation in staff meetings and special projects and assignments as needed

EDUCATION REQUIREMENTS

  • High school diploma or equivalent
  • 3 years reception experience
  • Completing 2 hours of continuing education courses per quarter

EXPERIENCE REQUIREMENTS

  • Significant experience with basic office functions in a busy office environment.
  • Previous receptionist and veterinary practice experience are preferred but not required.

PERSONAL REQUIREMENTS

The receptionist must be able to:

  • Feel and express a genuine liking for animals and for working in an animal care environment.
  • Deal intelligibly, pleasantly and efficiently with clients on the telephone and in person, often doing several things at one time.
  • Display tact and diplomacy with staff members and clients.
  • Understand and carry out oral and written directions.
  • Work almost constantly in the presence of other staff members and clients.
  • Be flexible in attitude and work habits.
  • Quickly learn how to pronounce, know the meaning of and spell commonly used veterinary terms.
    • Perform basic computer skills, type 45 words per minute and to use a 10 key calculator.
  • Physical Effort: Work requires lifting, squatting, twisting and carrying records and equipment weighting up to 30 lbs; requires sitting or standing for extended periods of time.

Please fill out the form and upload your cover letter and resume on the previous page.