Position Title: Client Care Coordinator
Department: Clerical
Exempt Status: Non-exempt
Position Status: FT
Reports to: Office Manager
Works closely with: Client Care Coordinators, Office Manager, Hospital Administrator, Clinicians, and Owners
Location: VMCLI
Position Purpose The clinic reception/client coordinator position is the first contact of the clients with the Hospital; this is where first impressions are made. The person in this position must be able to recognize and meet the client’s needs, which include feeling welcomed and comfortable, being understood, receiving timely service, being remembered and recognized, and feeling appreciated.
Conformance Statements VMCLI’s Conformance Statements
In the performance of their respective tasks and duties all employees are expected to conform to the following:
Perform quality work within deadlines with or without direct supervision.
Interact professionally with other employees, customers and suppliers.
Work effectively as a team contributor on all assignments.
Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
Responsibilities / Duties / Functions / Tasks The following is a list of essential job requirements. This list may be revised at any time and additional duties not listed here may be assigned as needed. Job Functions and Job Responsibilities include, but are not limited to:
Recognize and meet client needs.
Greet clients and patients by name in a friendly manner.
Make pets feel welcomed at clinic.
Recognize severe/serious cases in need of immediate attention.
Keep animals isolated from others when necessary.
Perform opening procedures such as turning computers on, retrieving messages, returning phone calls, knowing appointments and surgery schedules.
Make client appointments as well as confirm appointments. Ensure appointments flow smoothly and staff have appropriate downtime for meals and breaks.
Answer phones and direct clients to appropriate departments; provide approved advice and options for issues and problems.
Maintain files in neat alphabetical order; ensure client information is legible and current on addresses and phone numbers. Doctors must be able to access client files as needed.
Prepare patient charts for technicians and doctors.
Keep all lab work and information needed for appointments available to Doctors so they can relay information to clients.
Keep desk and reception area neat and organized; ensure forms, paperwork, files, tags and price lists are available for Doctors, veterinary technicians and assistants as needed.
Collect fees for services, write receipts, and dismiss patients.
Handle daily receipts.
Process referral letters and mail to client’s regular veterinarian.
Qualifications High school diploma or equivalent.
Excellent customer service and communication skills.
Excellent phone etiquette and skills, including transfers, paging, placing calls on hold, directing calls to voicemails and taking messages.
Computer skills.
Demonstrate excellent interaction skills with clients and animals in the reception area.
Ability to work in a team-oriented environment and to take/execute directions.
Ability to handle money transactions accurately and with honesty.
Sound decision-making and multi-tasking skills while working in a stressful environment.
Special Position Requirements / Physical Requirements Availability to work on weekends
Sunday, Monday, Tuesday, and Wednesday from 2pm-12am or 4pm-12am (exact days with either time slot acceptable)
Preferences Service oriented, dedicated, polite, caring, empathetic, organized and trustworthy personality.
Ability to follow directions with and without supervision and to refer questions and issues to the appropriate personnel.
Ability to recognize certain behaviors in animals.
Proficiency in all hospital protocols and invoicing procedures.
Work Requirements Reports to Office Manager, Hospital Administrator, and veterinarians.
Basic typing skills, fundamental knowledge of the alphabet, thoroughness and neatness.
What We Offer We care deeply about supporting our team members — professionally and personally. Benefits include:
Medical, dental, and vision insurance
Paid Parental Leave (birth, adoption, foster)
401(k) with discretionary contribution
Team Member Pet Discounts
Emotional wellbeing 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: $19—$23 USD
At PetVet Care Centers, we’re committed to a Culture of Care — for pets, for the people who love them, and for the team members who make it all possible. With more than 420 hospitals across the U.S. and a team of over 11,000 dedicated professionals , including 1700+ veterinarians , we offer a unique blend of local leadership and national support that helps our hospitals thrive. Our model is built on partnership, collaboration, and local medical autonomy , empowering each hospital to deliver high-quality care while benefiting from shared resources and a strong professional community. Whether you’re providing care in a hospital or supporting operations behind the scenes, PetVet is a place where you can grow your career, stay connected to your purpose, and make a meaningful impact.
You care for pets. We care for you. PetVet 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
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Seniority level Entry level
Employment type Full-time
Job function Health Care Provider
Industries: Non-profit Organizations and Veterinary Services