Veterinary Receptionist (Care Coordinator) - The Regional Veterinary Referral Center

Job Description

Job Description

PetVet Care Centers' The Regional Veterinary Referral Center is currently seeking a Care Coordinator to join their team!

At PetVet Care Centers, our mission is to improve the lives of animals and people — providing exceptional and compassionate care at every stage — for all the moments that matter.

Because life is better with pets.

We deliver the Ultimate Care Experience — every pet, every client, every time. That starts with a Culture of Care that supports our team members as much as the pets and clients we serve.

With more than 420 locally led hospitals and over 11,000 team members nationwide , we offer:

• Local autonomy with national support
• Career mobility and development opportunities
• A collaborative, inclusive environment where your wellbeing comes first

You care for pets. We care for you.

Position Overview

Join our team as a Care Coordinator who contributes to the success of a high-performing organization committed to delivering superior care and exceptional service. Performs a range of administrative and customer service tasks, providing valuable support to the hospital. Within the veterinary field, this position aligns closely with roles often titled Veterinary Receptionist, Customer Service Representative, or Client Care Specialist.

The Regional Veterinary Referral Center in Springfield, Virginia is a premier 24/7 emergency and specialty hospital serving pets across Northern Virginia, Washington DC, and Maryland through nine dedicated specialty departments staffed by board-certified specialists — each with at least three years of additional post-doctoral training beyond veterinary school. Their comprehensive specialty services span oncology, surgery, internal medicine, neurology, cardiology, dermatology, rehabilitation, and emergency/critical care, making this one of the most resource-rich specialty environments in the Mid-Atlantic region.

Key Responsibilities

• Offers owners and potential owners a warm and friendly greeting in person or on the phone; answers their questions
• Provide top notch customer service
• Maintain a professional appearance (clothes and attitude)
• Maintains clean exam rooms and lobby
• Identify and work compassionately with clients in various emotional states
• Responds to inquiries about the range of services the practice provides and the species it treats; refers to appropriate department/staff member as needed
• Coordinates the flow of pets and owners in the lobby; placates owners distressed by long waits, scheduling glitches, and other problems
• Recognizes the symptoms of pet(s) and owners in crisis; handles basic medical emergencies appropriately
• Assists owners when picking up medications, ashes or special dietary products; answers questions
• Inputs data to practice management software to check pets in; makes simple postings to accounts; compiles data for various reports
• Highly skilled at typing and editing a variety of correspondence, reports, memoranda, and other material ensuring accuracy
• Maintains professional in writing for responding to emails or documenting in database
• Receives and distributes incoming mail; processes and stamps outgoing mail
• Performs cashiering duties; processes refunds, returns and credits as needed
• Organizes and processes all payment plans
• Processes billing statements and collections
• May weigh pets when they come in for exams, procedures, etc.
• Processes faxes
• Shows up for work regularly; full time presence at work is essential for every shift
• Obtain previous records from other facilities and adds to patient chart
• Able to learn basic veterinary medicine terminology
• Be able to multi-task efficiently
• May take medication refill requests and messages for doctors
• Able to use Windows based computer systems, word processing, email, web search and other skills needed to use software.
• Able to reconcile the drawer and complete end of day duties at the close of the day
• Performs other duties as assigned by Hospital Manager and Medical Director

Qualifications (Required)

• Applicants must be 18 years of age or older to be considered for this position
• High school diploma or GED
• May consider an equivalent combination of education, certification, training, and/or experience
• Previous reception experience at another Emergency Veterinary Hospital and strong typing and computer use skills

Preferred Skills (Nice to Have)

• Over 2 years of experience as an ER receptionist.

Schedule

• Open for Full Time and Part Time
• Full Time:
  • Sunday, Monday, Tuesday - 10:30AM-11PM
  • Wednesday to Friday - 10:30 AM–11 PM
• Part Time: 2 days a week, 12-13-hour shifts and at least one weekend shift per week

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

$20—$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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