File Clerk

SUMMARY

The Client Services Representative – File Clerk maintains exceptional customer service care, while sustaining a well organized records department.  The File Clerk will directly report to the Client Service Supervisor and is responsible for being a proactive, knowledgeable point person with superior communication experience and a passion for promoting and administrating quality client to practice relationships. The successful candidate will be responsible for maintaining outstanding customer service while promoting and demonstrating our Core Values to our Community and Team Members.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Responsible for maintaining a positive and upbeat demeanor in all your interactions with both clients and staff.
• Receive all incoming phone calls warmly and enthusiastically.
• Create and maintain appropriate and accurate patient files, paperwork and computer records for office visits.
• Ensure that paper record file and computer record file are current and up-to-date in regards to contact information and medical history.
• Actively engage in Client Outreach including follow-up calls and answering client inquiries concerning records.
• Ability to articulate medical records including vaccines due dates and prescription information assigned by the doctor.
• Ensures prompt, professional and compassionate communication with clients regarding the medical record requests.
• Facilitate in client requests for medical record duplication and retrieval by means of fax, mail or pick-up.
• Chart preparation for the following day’s appointments, including charts for outside specialist scheduled at our facility.
• Receive and File all incoming faxes and correspondence into appropriate client/patient files
• Assist clients with solving problems, including compassionate empathy in stressful situations.
• Ability to understand and respond appropriately to clients and pets who are experiencing physical and emotional trauma.
• Maintains complete understanding of Hospital Policies and Procedures
• Proactive with proposed solutions to any Hospital Policies and Procedures which are not meeting their intended purpose.
• Ability to work varied shifts including day or weekend in a 24 hour hospital environment.
• Ability to support our mission, vision and values by providing exceptional customer service.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills and Abilities

• Excellent customer service skills and the ability to resolve conflict.
• A friendly, constructive personality.
• High level of enthusiasm while maintaining a professional presence.
• Independent, self-starter with superior organizational and communication skills.
• Excellent attention to detail and time management.
• Skilled with numbers and alphabetizing.
• Ability to multi-task and prioritize within a fast-paced environment and maintain composure.
• Able to work flexible hours
• Ability to communicate with clients, co-workers in a courteous and professional manner.
• Maturity, good judgment and professional personal appearance
• Skill in operating various software programs such as ImporMed Infinity, MS Office, Excel and Word
• Knowledge of Veterinary practice, preferably in an emergency/critical care environment.
• Affection for animals and concern for their welfare

Education and Experience
High School Diploma or GED equivalent required. At least 2 years of college education or 2 years of related experience is preferred. Additional Veterinary Hospital experience will be an advantage.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  The noise level is moderate to high (business office with computers, printers, light traffic and the animal clinics with animals barking/howling).  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

To apply for this position, please email your resume to jobs@petsunlimited.org.

Pets Unlimited is an Equal Opportunity Employer.

SUMMARY

The Client Services Representative – Phone Operator maintains exceptional customer service care while sustaining professional client to staff communication.  The Phone Operator will directly report to the Client Service Supervisor and is responsible for being a proactive, knowledgeable point person with superior communication experience and a passion for promoting and administrating quality client to practice relationships. The successful candidate will be responsible for maintaining outstanding customer service while promoting and demonstrating our Core Values to our Community and Team Members.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Responsible for creating a positive and upbeat demeanor in all your interactions with both clients and staff.
• Receive all client calls warmly and enthusiastically direct calls to the appropriate departments within Pets Unlimited.
• Ability to articulate medical records including vaccines due dates and prescription information assigned by the doctor.
• Ensures prompt, professional and compassionate communication with clients regarding appointment scheduling and relaying medical record information.
• Coordinate and facilitate client communication, interaction and experience with Pets Unlimited staff.
• Maintain appropriate and accurate client electronic files and records, specific to client contact information.
• Schedule appointments with the use of our veterinary software.
• Ability to professionally articulate appointment reminders to clients for appointments the following day.
• Ability sort incoming mail and distribute to appropriate departments within Pets Unlimited.
• Assist clients with solving problems, including compassionate empathy in stressful situations.
• Ability to understand and respond appropriately to clients and pets who are experiencing physical and emotional trauma.
• Ensures prompt, professional and compassionate communication with clients regarding the financial aspect of veterinary care.
• Maintains complete understanding of Hospital Policies and Procedures
• Proactive with proposed solutions to any Hospital Policies and Procedures which are not meeting their intended purpose.
• Ability to support our mission, vision and values by providing exceptional customer service.
• Ability to work varied shifts including day or weekend in a 24 hour hospital environment.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills and Abilities

• Excellent customer service skills and the ability to resolve conflict.
• A friendly, constructive personality.
• High level of enthusiasm while maintaining a professional presence.
• Independent, self-starter with superior organizational and communication skills.
• Excellent attention to detail and time management.
• Ability to multi-task and prioritize within a fast-paced environment and maintain composure.
• Able to work flexible hours
• Ability to communicate with clients, co-workers in a courteous and professional manner.
• Maturity, good judgment and professional personal appearance
• Skill in operating various software programs such as ImproMed Infinity, MS Office, Excel and Word
• Knowledge of Veterinary practice, preferably in an emergency/critical care environment.
• Affection for animals and concern for their welfare

Education and Experience

• High School Diploma or GED equivalent required. At least 2 years of college education or 2 years of related experience preferred. Additional Veterinary Hospital experience will be an advantage.

Hours: Full-time, non-exempt position. Daily reporting hours and days of the week vary according to the business needs of the department. May include nighttime, weekend and holiday work.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  The noise level is moderate to high (business office with computers, printers, light traffic and the animal clinics with animals barking/howling).  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

The physical demands described her are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

To apply for this position, please email your resume to jobs@petsunlimited.org.

Pets Unlimited is an Equal Opportunity Employer.