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Client Care Representative/Veterinary Scribe

Animal Hospital, Inc. Willoughby Hills ,OH
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Position Summary

Under the direct supervision of the Practice Manager, the Client Care Representative/Veterinary Scribe (CCR/VS) provides the first impression of the hospital to clients and patients. The CCR/VS must be professional and courteous with the ability to build rapport with clients and their pets.

In this position, the CCR/VS will be cross-trained to also provide technical and administrative support for the veterinarian during appointments. This includes interviewing and educating clients while obtaining a complete medical history, animal handling, restraint, medical assessments, and updating the electronic medical record.

As the clients’ last interaction in the Hospital, the CCR/VS must ensure that they have answered all clients’ questions prior to them leaving, that they have a clear understanding of the Veterinarian’s recommendations and that client’s expectations are exceeded at every visit.

Essential Job Functions

  • Perform opening procedures
  • Prepare patient records, consent forms, and other similar documents for the next day
  • Greet clients and patients in a friendly manner
  • Send thank you, sympathy and welcome-to-the-practice letters
  • Admit patients
  • Invoice clients
  • Notify patient care assistants of client/patient arrival
  • Reconcile invoices and money at day-end
  • Maintain and purge medical records
  • Handle telephone calls
  • Schedule appointments
  • Receive signed surgery/treatment consent, euthanasia and payment agreement forms
  • Dispense medications, pet food and supplies
  • Schedule boarding
  • Track no-shows
  • Send reminder notices and recalls
  • Handle miscellaneous correspondence
  • Maintain up-to-date magazine selection in waiting area
  • Perform data processing
  • Perform progress report call-backs
  • File records
  • Update client/patient files, including name, address, telephone numbers and vaccination and heartworm history
  • Present invoices, receive payment and prepare estimates
  • Assist clients
  • Handle emergency situations
  • Maintain computer records and backups
  • Perform daily light cleaning of waiting and reception area
  • Perform closing procedures
  • Assist the veterinarian with patients in exam rooms
  • Obtain weight, temperature, vital signs of pets
  • Start and maintain medical records while in appointment with client, patient and veterinarian
  • Discuss treatment plans for patients with clients for surgery or hospitalization
  • Educate clients about blood work, vaccinations, medications, basic obedience, and housetraining
  • Possess knowledge about intestinal parasites and medication dosing
  • Educate clients about general surgeries, importance of dental care including regular dental cleanings, oral surgery and microchipping
  • Educate clients about the contents of the puppy/kitten kits
  • Review lab results for veterinarians and call clients
  • Provide education and support to veterinarians as needed
  • Perform cross coverage in other departments as needed
  • Perform other duties as assigned

Learning Period

  • 3-6 months

Working Conditions and Physical Efforts

  • May be exposed to unpleasant odors, noises and animal feces. May be exposed to bites, scratches and contagious diseases.
  • Must be willing to work a flexible schedule, possible overtime, nights, and Saturdays as needed
  • Ability to lift 35 lbs. without assistance
  • Ability to open/close various types of containers with or without tools
  • Ability to use a step ladder or stool
  • Ability to reach above your head with arms stretched holding product
  • Ability to bend down or squat or use stairs to basement
  • Ability to walk the various types of terrain around the facility

Education/License Requirements

  • High school diploma or GED required
  • Medical or Veterinary Assistant training program an asset, but not required

Experience Requirements

  • 6 months – 1 year of customer service experience preferred, but not required
  • Experience with general medical terminology
  • Strong attention to detail
  • Previous experience working with computers, printers, copiers a plus


  • Impeccable verbal, written, and interpersonal skills
  • Excellent communication, listening, and documentation skills
  • Excellent computer skills
  • Ability to explain and relay information effectively
  • Ability to multi-task and attention to detail
  • Professional social skills, positive attitude, and adaptability
  • Team Player
  • Positive attitude
  • Ability to problem solve
  • Ability to work under pressure

Supervisory Responsibilities

· None



Animal Hospital, Inc.

Why Work Here?

Awesome Patients, Clients, and Staff! Full benefits and a lot of room for growth and continuing education! Teaching hospital!


Willoughby Hills, OH