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 email@example.com - please no phone
calls from applicants.
West Loop Veterinary Care
815 West Randolph Street | Chicago, IL 60607
Office 312.421.2275 | Cell 312.636.5001 | Fax 312.829.8387