Job Description
Job Title: Client Services Representative
Job Status:
Direct Report:
Responsibilities:
- Check in all appointments/ ER arrivals
- Ensure appropriate information is ready and entered correctly
- Communicate effectively with technicians and doctors
- Present treatment plans with a high level of confidence
- Be at the front desk at all times to anticipate clients coming in (occasionally a situation may arise that pulls a receptionist to the back. He or She must communicate with other staff if he or she needs to finish/handle a task and needs another staff member to be up front.
- Update owners with timeliness of an appointment or ER case
- Keep track of owners waiting to be seen, and checking in to keep them updated regarding delays
- Explain the triage process
- Quote all exam fees
- Knows each specialist and what they specialize in
- Schedule specialty appointments
- Correctly fax/email referral records requests for upcoming appointments
- Give accurate directions from other cities/states
- Quote common diagnostics if applicable for a specialist appointment
- Quote for ER coming in and payment methods
- Recognize a possible contagious animal and how to limit exposure to other pets
- Clean a contagious room by written protocol
- Process a Euthanasia with compassion and professionalism
- Assist a phone caller with a financial need
Essential and Administrative Functions:
- Process all paperwork for the hospital
- Prepare paperwork for all schedule appointments
- Prepare paperwork for all ER cases
- Fax and/or email correctly and to appropriate person(s)
- Correctly enter information into SamrtFlow & EzyVet
- Process deposits and finish invoices correctly
- Use the credit card and care credit machines accurately
- Scan, rename and attach all documents into SmartFlow & EzyVet
- Process or help a client process a care credit application
- Prepare Financial Agreements when approved by doctor and/or supervisor
- Call in prescriptions as directed by a doctor and how to properly enter into SmartFlow & EzyVet
- Properly file all signed client and financial documents
- Prepare and send sympathy cards
- Call owners when ashes are back in our hospital and ready to pick-up
- Use the intercom system for transferring calls
- Obtain correct information from anyone calling, in order to direct call to correct person
- Field calls from solicitors
- Correctly enter all client communications into SmartFlow & EzyVet
- Direct all paperwork coming from the fax machine to the correct person and/or place
- Able to transfer Radiographs from company Email
- Correctly send radiographs that need to be reviewed to our Radiologist
- Correctly check over incoming records, lab work and radiographs for upcoming appointments and call if any information is still needed
- Follow Hospital Policy as stated in the Employee Handbook
Office Maintenance Duties:
- Keep the front half of the hospital clean and neat
- Keep the coffee bar stocked and clean
- Keep the reception area walls, floors and chairs neat, clean and free of clutter
- Keep rugs clean- vacuum as needed
- Keep rugs free of stain and rotate out if soiled
- Keep all exam room floors, walls and tables clean
- Keep all items in exam rooms neat and stocked
- Keep all floors swept and mopped when needed
- Keep both bathrooms clean, stocked and aromatic
- Keep printers up front stocked and running
- Use cleaning protocols when cleaning after a contagious animal has been in a room, lobby or hallway.
- Keep big scale and mat clean
- Make sure each room has a thermometer and that each is free of contamination
- Follow the “Hotlist”, Daily, Swing and/or weekly checklists
- Know who and where to communicate when office items are low and need to be ordered
Skill Requirements and Expectations:
- Be prepared and on time for a scheduled shift
- Be neat, clean and dressed professionally
- Act professionally at all times
- Have excellent people skills
- Be friendly yet polished
- Be warm and welcoming
- Be able to multi-task
- Handle an upset client while acting professional
- Give accurate directions from other cities/states
- Fax and/or email correctly and to appropriate person(s)
- Know basic typing skills
- Read, speak and write the English language
Working and Physical Conditions:
- Working conditions are normal for a veterinary hospital
- The noise level is moderate to high and includes business machines, medical equipment and patient barking/howling
- Work involves frequent lifting of patients and inventory up to 40 pounds
- Work involves frequent squatting, bending, pushing and pulling
- Equipment operation may require the use of personal protective equipment (PPE) to include but not limited to nitrile gloves.
Job Details
Employment Type:
Full-time
Earliest Start Date:
04-May-2021
Job Location
Central Point, Oregon, United States
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