Come work with the coolest veterinary team in the business!

The purpose of the Client Services Representative (CSR) is to serve as the receptionist for Oakbrook Animal Hospital. The primary responsibilities of the CSR are to be cheerful and accurate and to maintain a smooth, well-planned, and orderly flow of clients and patients. This includes record keeping and clerical duties as well as providing support to the health care team. These service functions include but are not limited to reception (visitor and telephone), maintenance of veterinary medical records, account maintenance, cash processing, data entry, word processing and mail service. This position requires a practical knowledge of hospital organization and services, the basic rules and regulations governing visitors and animal patient treatment, data transcription, word processing and a practical knowledge of the standard procedures, veterinary records and terminology used in the hospital.

*
CORE RESPONSIBILITIES
*
*

• Maintain a professional appearance.

• Maintain a professional, courteous and cheerful attitude.

• Ensure the waiting and reception area are clean, clutter- and odor-free.

• Greet clients and their pets by name in a friendly, professional and hospitable manner.

• Inform clients of expected waiting time if the doctor is behind schedule.

• Report any required repairs to the appropriate person.

• Restock products, office supplies, client education materials, hospital brochures, and so on.

• Notify the appropriate person of low inventory.

• Answer questions regarding the proper use of and benefits of products offered.

• Maintain all office equipment—phone, fax, copier, calculators, computers, and so on—in proper working order.

• Perform over-the-counter selling of specialty merchandise such as foods, grooming aids, and other pet accessories. Exercise technical knowledge of products sold and demonstrate salesmanship abilities. Explain and demonstrate products, answer questions concerning products purchase use.

• Fill veterinary prescriptions with appropriate medication; provide routine instructions to owners concerning prescriptions for medications. Process applicable rebate forms.

*
*
PHONE
*
*

• Receive all incoming calls.

• Screen and direct calls to appropriate doctors or staff members and take care of routine calls. The routine calls include those seeking information about veterinary services (telephone shoppers), and conclude with scheduled appointments.

• Retrieve voicemails and direct to the appropriate doctor or staff member, via CS Client Communication protocol.

• Schedule appointments and obtain all necessary data concerning the patient and owner, including calling previous veterinarians to verify vaccinations, prescriptions, etc.

• Contact scheduled outpatient appointments with reminders of time and requirements, for example, stool samples for fecal tests.

• Contact scheduled pre-surgery appointments with reminder of time and required care, for example, withholding food and water.

• Answer questions regarding the status of hospitalized patients as directed by the attending doctor.

• Respond to routine medical care questions, such as vaccination protocols for puppies and kittens, deworming, pre-surgery care requirements, flea treatment, and so on.

• Reschedule missed appointments.

• Contact clients who have not responded to second reminders for vaccinations/physical examinations.

*
*
FILES AND CORRESPONDENCE
*
*

• Check emails for appointment requests and client surveys.

• Check for incoming correspondence and distribute accordingly or update patient files.

• As clients arrive, update the existing file or collect necessary information to prepare a new file.

• Use the computer software system to accurately and efficiently search for information.

*
*
FINANCIAL RESPONSIBILITIES
*
*

• Inform clients of credit policies and any outstanding balances due.

• Provide treatment plan estimates for routine surgeries, vaccinations, and so on. Prepare and review estimates for clients who are boarding their pet(s). Ask about preventatives (flea & tick, heartworm) and recommended testing (if the patient is overdue).

• Review costs with client and ensure the patient's charge sheet is accurate.

• Prepare invoices and receive payments.

• Enter payments accurately.

• Close out and record credit card and third-party payment option charges daily.

• Print daily and monthly computer reports and reconciliation.

*
*
FILES AND CORRESPONDENCE
*
*

• Complete consent forms, upload into CS with name of consent form, and verify client and patient information.

• Provide client education materials, vaccination schedules, rabies tags and certificates,

• Pre-surgery instruction sheets, and so on.

• Complete release forms and upload into CS correctly.

• Enter patient charges using appropriate service and provider codes.

• Schedule medical progress exams and/or appointments for additional health care as directed by the doctors (line item on PVL).

*
*
OTHER RESPONSIBILITIES
*
*

• Assist emotional and/or grieving clients without undue stress.

• Become involved in the community through hospital affiliated civic organizations and volunteer work.

• Perform other related duties as directed by the owner(s), hospital director, administrators, or managers.

*

Job Type: Part-time

Pay: $14.00 - $15.00 per hour

Expected hours: 16 – 24 per week

Benefits:

• Flexible schedule
• On-the-job training
• Referral program

Shift:

• 4 hour shift
• 8 hour shift
• Day shift

Work Location: In person