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agecon_undergrad_jobs_full: West Loop Veterinary Care


West Loop Veterinary Care


West Loop Veterinary Care

Position: Patient Care Coordinator

The purpose of this position is to serve as receptionist at West Loop Veterinary Care, to perform record keeping

duties, to perform clerical duties related to animal patient care and treatment, and to provide miscellaneous

support to the veterinarians and patient care team. This position requires a practical knowledge of hospital

organization and services, the basic rules and regulations governing visitors and animal patient treatment, data

entry, word processing, mail service, and a practical knowledge of the standard procedures, veterinary records

and terminology used in the hospital.

Major Duties (General Overview)

Phone Reception – answering client inquiries, scheduling appointments, entering messages in the

appropriate VIA section for doctors and staff

Greeting Clients – checking patients in , discharging patients, invoicing

Inputting Data – entering client and patient demographics, scanning and attaching previous records,

accurately entering patient reminders, attaching patient photographs to the chart

Receiving Client Payments – posting & recording payments, receiving payment, running end of day


Check clinic email, fax & phone messaging - prescription refill requests, appointment requests, client

inquiries, emailing Exam Report Cards (ERCs) and invoices

Client Communication – patient updates, appointment reminders, update inquiries

General Office Duties - mail, cleaning/organizing reception area

Animal Restraint – a minimal amount of animal handling/restraint may be required when deemed necessary.

Hazard and safety training will be provided if these tasks are required.

Skills and Knowledge

Knowledge of hospital procedures and operating instructions for making appointments, assembling,

establishing patient medical records, relaying information regarding patient's condition, and compiling

and submitting data on patients treated.

Knowledge of the spelling and meaning of commonly used terminology of veterinary medicine to

accurately record results of tests and file veterinary medical reports according to alpha, numeric, or

subject matter headings.

Personal contacts are with animal owners affected by a variety of problems, visitors and other staff members.

Considerable tact and diplomacy is required. Must accurately relay owner's account on the medical

complaint(s) of the animal(s) involved to the healthcare team members who will be involved in treating the


Specific Responsibilities (Note: This list is not all-inclusive and these responsibilities may change at any time)

Open the practice and set up for the morning as directed.

Close the practice for the evening as directed.

Clean and straighten the public areas of the practice including the front desk, reception area, waiting area,

office, public bathroom(s) and exam rooms.

Welcome clients and patients to the practice with a warm and friendly demeanor and provide for their

comfort while they are in the practice. This includes greeting clients, offering coffee, showing them to

waiting area, etc.

Answer incoming telephone calls utilizing proper telephone etiquette. Screen those calls that are handled by

other healthcare team members and take care of routine calls. Routine calls include those seeking

information about veterinary services. Attempt to send a hospital brochure to any telephone shopper calling

the hospital. Provide knowledgeable sub-professional advice concerning the care and treatment of animals

including questions regarding hospital services, fees, animal care and treatment in accordance with hospital

policies. Appropriately direct other questions and communication to a veterinarian, practice manager, or

other healthcare team members.

Prepare to receive appointments, preparing needed forms in advance of clients’ arrival. Complete required

forms such as new client form, patient visit form, client report, consent forms, medical care plans

(estimates), payment agreements, etc. and obtain all necessary information.

Handle emergency situations by following established hospital policies and procedures in referring clients

for immediate treatment of their animals when requests are accompanied by complaints of acute symptoms.

Determine nature of injury/illness and attempt to reassure distressed pet owners.

Follow hospital policies regarding patient admittance. Determine whether immunizations/tests are current.

Recommend update of necessary immunizations/tests to clients when applicable.

Notify doctors or technicians of patient arrival. Relay all necessary information to the doctors and


Discharge patients which includes entering all charges into the computer, reviewing the discharge

instructions and medications. Ensure that future reminders are set up in the computer system for the patient.

Present clients with medications, instructions, new client kits and any other take home items.

PCC Pay is $10.50, however can negotiate if individual has experience. Also, to be noted that we do 30 days,

60 days, and 1 year evaluations, so this can change if individual advances quickly.

Cover letters are a must and should be submitted w/ resume to - please no phone

calls from applicants.


Jessica LaFond

West Loop Veterinary Care

815 West Randolph Street | Chicago, IL 60607

Office 312.421.2275 | Cell 312.636.5001 | Fax 312.829.8387


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Created at 6/27/2011 3:40 PM by Pava, Penny J.
Last modified at 6/27/2011 3:40 PM by Pava, Penny J.