Care Coordinator Supervisor - Diablo View Veterinary Hospital

Job Description

Job Description

PetVet Care Centers' Diablo View Veterinary Hospital is currently seeking a Care Coordinator Superviso r 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 Supervisor who works ensures that clients that come to the hospital are greeted courteously and efficiently, that phones are answered promptly and calls directly properly, and that client payments and other payments are handled according to policies and standards. Supervises care coordinators for the hospital and serves as a care coordinator when staffing levels require it.

Diablo View Veterinary Hospital in Pleasant Hill, California is a canine and feline only practice. We handle our patients gently and provide excellent customer care. Our veterinarians love medicine and enjoy collaborating on cases with all of the staff. We practice advanced diagnostics and anesthesia care. Join our team!

Key Responsibilities

• Supervise care coordinators, including hiring, firing, and evaluating performance, reviewing time reporting, enforcing company policies and communicating new practices and policies regarding care coordination duties
• Schedule care coordinators according to staffing needs, serving as a care coordinator, as needed
• Receive client complaints and concerns regarding care coordination, escalating issues to Hospital Manager, as needed
• Maintains specialist (non-emergency doctors) scheduling information and changes
• Count cash and/or balance daily transactions, balance cash drawer and make change, as needed
• Process refunds, returns, and credits, as needed by location
• Organizes and processes all payment plans and held checks, as needed by location, obtaining approvals as necessary
• Bi-monthly billing statements and collections as well as end-of-month closing reports, as required by location
• Serve as back-up to Hospital Manager for maintenance or building issue resolution
• Other duties as assigned by Manager.

Qualifications (Required)

• Customer Service & Communication
  • Strong interpersonal skills for interacting with pet owners, often in emotional situations
  • Clear verbal and written communication
  • Conflict resolution and de-escalation abilities
• Leadership & Team Management
  • Supervising and scheduling reception staff
  • Training new team members on systems and protocols
  • Providing feedback, coaching, and performance management
• Organizational & Multitasking Skills
  • Managing a high-volume front desk (calls, check-ins, appointments)
  • Prioritizing urgent cases vs. routine visits
  • Attention to detail with records and client information
  • Technical & Administrative Skills
• Experience with veterinary or human medicine practice management software (e.g., scheduling, billing)
  • Basic understanding of invoices, payments, and insurance (if applicable)
  • Maintaining accurate patient/client records
• Knowledge of Veterinary Operations
  • Familiarity with common veterinary terminology and procedures
  • Understanding appointment types (wellness, urgent care, surgeries)
  • Awareness of compliance and confidentiality (e.g., client records)
• Problem-Solving & Adaptability
  • Handling last-minute schedule changes or emergencies
  • Supporting the team during busy or understaffed periods
  • Making quick, informed decisions at the front desk
• Professionalism & Empathy
  • Compassion for animals and their owners
  • Ability to stay calm under pressure
  • Maintaining a professional and welcoming environment
• Applicants must be 18 years of age or older to be considered for this position

Preferred Skills (Nice to Have)

• Previous experience in a veterinary clinic or animal hospital setting
• Familiarity with veterinary software (e.g., Avimark, eVetPractice, Cornerstone, Impromed)
• Basic knowledge of animal care, common conditions, and medical terminology
• Experience handling billing, insurance claims, and payment plans
• Strong understanding of appointment flow and triaging urgent cases
• Experience with inventory coordination or supply ordering (front desk-related items)
• Ability to assist with onboarding and training materials development
• Comfort with reporting, metrics, and front desk performance tracking
• Certification in customer service or healthcare administration (optional but valued)

Schedule: Monday from 8AM-5PM and Tuesday to Friday from 8AM-6PM

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

$24.50—$26 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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