Client Service Coordinator

Job Description

Position Summary


The Veterinary Receptionist serves as the first point of contact for clients and patients and plays a critical role in creating a welcoming, organized, and efficient hospital experience. This position supports hospital operations by coordinating appointments, managing client communications, maintaining medical record accuracy, and assisting the medical team with administrative needs.

Key Responsibilities

Client Service & Communication

• Greet clients and patients warmly and professionally
• Answer multi-line phone systems and respond to client inquiries
• Schedule appointments efficiently based on hospital protocols
• Provide clear information regarding services, estimates, and policies
• Manage check-in and check-out processes
• Support client education and reinforce discharge instructions

Scheduling & Workflow Support

• Maintain appointment flow to support doctor and technician efficiency
• Triage appointment urgency appropriately
• Confirm appointments and manage reminders
• Coordinate drop-offs, surgeries, and urgent visits

Medical Records & Documentation

• Maintain accurate client and patient records
• Enter and update patient information in practice management software
• Process consent forms and treatment plans
• Scan and file medical documents appropriately

Financial Responsibilities

• Generate invoices and collect payments
• Discuss estimates and payment expectations respectfully and clearly
• Process refunds, deposits, and financing applications if applicable
• Balance daily transactions as assigned

Team Support

• Communicate effectively with doctors, technicians, and assistants
• Assist with client flow during busy periods
• Support hospital cleanliness in reception and lobby areas
• Participate in team meetings and training

Qualifications

Required

• High school diploma or equivalent
• Customer service experience (1+ year preferred)
• Strong communication and organizational skills
• Comfort working in a fast-paced environment
• Basic computer proficiency

Preferred

• Veterinary or medical office experience
• Experience with veterinary practice software (e.g., Avimark, Cornerstone, eVetPractice)
• Knowledge of common veterinary terminology
• Experience handling emotional or urgent client situations compassionately

Skills & Attributes


Successful candidates typically demonstrate:

• Compassion for people and animals
• Strong multitasking ability
• Attention to detail
• Reliability and professionalism
• Confidence handling sensitive conversations
• Team-oriented mindset

Physical Requirements

• Ability to sit, stand, and walk for extended periods
• Occasional lifting up to 25 lbs
• Comfort working around animals of varying sizes and temperaments

Work Environment


This position operates in a veterinary hospital environment that may include:

• Exposure to animals
• Moderate noise levels
• Occasional stressful or emotional situations
• Fast-paced workflow with shifting priorities

National Veterinary Associates is a leading global pet care organization united in the love of animals and the people who love them.

At NVA, we're on a mission to improve the lives of pets and the people who love them. That starts by empowering our care teams. We nurture their growth with resources to practice medicine their way. Our network of 1,000 hospitals connects them to a community of professionals who share their passion so they can learn and grow together. Our national presence enables us to deliver technology and innovations that simplify work and expand care for all. At NVA, we're committed to your professional growth. We support your entire career journey, offering opportunities ranging from mentorship to ownership.

At National Veterinary Associates, we want to make sure your experience connecting with us is seamless and straightforward. Here's what to expect when interacting with us:
• We'll always reach out via verified LinkedIn profiles or emails ending in @nva.com
• We may also contact you via text message from an identified NVA representative for recruiting-related communication
• All job opportunities and applications are hosted on our official careers site: careers.nva.com
• There is no cost or confidential information required to apply or be considered for a position

If you have any doubts about a communication, feel free to visit our careers page to verify authenticity or email us at View email address on click.appcast.io. Thank you for exploring opportunities at NVA!

NVA offers a comprehensive benefits program including medical, dental, vision, a 401k with employer match, and paid time off (including sick time) for all eligible employees. The team can provide more information about compensation and benefits for your specific location during the process. For positions based in Colorado, NVA provides eligible employees with paid sick and safe leave and public health emergency leave in accordance with the requirements of Colorado's Healthy Families and Workplaces Act.

NVA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Pursuant to the San Francisco Fair Chance Ordinance, Los Angeles Fair Chance Initiative for Hiring Ordinance, and any other state or local hiring regulations, we will consider for employment any qualified applicant, including those with arrest and conviction records, in a manner consistent with the applicable regulation.