What are the responsibilities and job description for the Large Animal Client Services Coordinator position at University of Georgia?

Posting Details

Posting Number	S14491P
Working Title	Large Animal Client Services Coordinator
Department	VetMed-VTH Admin Services
About the University of Georgia	Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.
About the College/Unit/Department	The University of Georgia College of Veterinary Medicine, founded in 1946, is dedicated to training future veterinarians, providing services to animal owners and veterinarians, and conducting investigations to improve the health of animals as well as people. The college benefits pets and their owners, food-producing animals, and wildlife by offering the highest quality hospital and diagnostic laboratory services. Equipped with the most technologically advanced facilities located on a university campus, the college is dedicated to safeguarding public health by studying emerging infectious diseases that affect both animal and human health. The College of Veterinary Medicine values all members of the university community, recognizing that differences in experience and culture can only lead to a more well-rounded, accepting academic environment as embodied in our Principles of Community (http://vet.uga.edu/principles-of-community/" target="_blank">http://vet.uga.edu/principles-of-community/>)
College/Unit/Department website	https://vet.uga.edu/hospital-and-primary-care/hospital/
Posting Type	External
Retirement Plan	TRS
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Monday-Friday, 8:00 a.m.-5:00 p.m.
Advertised Salary	Commensurate with experience.
Posting Date	12/11/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	01/18/2026
Special Instructions to Applicants
Location of Vacancy	Athens Area
EEO Policy Statement	The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).
USG Core Values Statement	The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Position Information

Classification Title	Patient Referral Spec I
FLSA	Non-Exempt
FTE	1.00
Minimum Qualifications	High school diploma or equivalent
Preferred Qualifications	Preferred experience within an animal hospital setting with advanced veterinary terminology utilized on a daily basis.
Position Summary	The Large Animal Client Services Coordinator provides professional, high-quality customer service and administrative support for the Large Animal Teaching Hospital. This position is responsible for checking in clients and patients, scheduling appointments, and ensuring all client, patient, and potential referring veterinarian information is accurate and complete prior to and during each visit. The coordinator verifies ownership, billing party and record requirements, facilitates communication between clients and clinicians, and ensures a seamless client experience. This role supports both the clinical and operational missions of the Large Animal Teaching Hospital by maintaining accuracy, professionalism, and efficacy in all client service functions.
Knowledge, Skills, Abilities and/or Competencies	1. Maintain a professional appearance, voice, and demeanor when interacting with clients, veterinarians, students and staff. 2. Excellent attention to detail and accuracy in verifying client, patient, and veterinarian information. 3. Proficiency in computer applications including Microsoft Office Suites, Google Workplace, and electronic medical records. 4. Have proven understanding of veterinary terminology and hospital operations. 5. Display excellent verbal and written communication skills with the ability to convey information clearly and effectively. 6. Possess a strong critical thinking and problem-solving skills, along with the ability to make sound decisions in a fast-paced environment. 7. Have the ability to prioritize multiple tasks, manage time efficiently, and demonstrate the ability to maintain attention to detail. 8. Ability to work collaboratively within a team to support hospital operations and goals.
Physical Demands	Physical ability to left and carry up to 15 pounds both assisted and unassisted. Ability to sit for long periods of time and use of repetitive actions during the entire work day. Walking on different/uneven walking surfaces is common. Ability to remember, organize, and consistently focus on large amounts of detail and come to appropriate conclusions. Ability to walk and deliver items throughout the Veterinary Teaching Hospital through the course of the day.
Is driving a responsibility of this position?	No
Is this a Position of Trust?	Yes
Does this position have operation, access, or control of financial resources?	Yes
Does this position require a P-Card?	No
Is having a P-Card an essential function of this position?	No
Does this position have direct interaction or care of children under the age of 18 or direct patient care?	No
Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)	Yes
Credit and P-Card policy	Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.
Background Investigation Policy	Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Appointment Coordination & Client Communication

Check in clients and patients using Vetview and Instinct, ensuring all visit information is entered accurately and efficiently.
Verify animal ownership and confirm correct billing parties for all patients utilizing the Large Animal Teaching Hospital.
Confirm where medical records need to be routed and ensure records are complete and delivered after each appointment or admission is completed.
Verify financial affidavits for all clients and ensure forms are properly completed and signed prior to services being rendered.
Request and obtain medical records from referring veterinarians or outside facilities as needed prior to scheduled appointments or en route emergencies.
Schedule and confirm appointments for specialty services based on clinician availability and needs.
Answer incoming phone calls, respond to general inquiries, and direct messages to appropriate staff members or clinicians.
Send and manage follow up messages, updates, and client concerns to doctors or service teams as needed or requested.
Send and customize welcome package templates to new clients via email or mail, verifying that all relevant appointment details and hospital information are included.
Set clear expectations for clients regarding appointment arrival times, check-in procedures, and anticipated visit duration.
Maintain professional and courteous communication with all clients to ensure a positive and informed client experience.

Percentage of time

Duties/Responsibilities

Financial and Cashiering Support

Assist the hospital's Financial Services team with collecting deposits for hospitalized patients.
Process client payments and deposits for outpatient, scheduled appointments and inpatient services.
Ensure financial transactions are entered accurately into the appropriate accounts and receipts are provided to clients.
Reconcile daily transactions and support basic cashier functions to the Large Animal Financial Services Coordinator.
Maintain confidentiality and accuracy in all financial handling and communications.

Percentage of time

Duties/Responsibilities

Medical Records and Administrative Support

Serve as a back-up to the Large Animal Administrative Coordinator by assisting with medical records organization and processing as needed.
File loose paperwork and documentation into medical records.
Assist in archiving or scanning records during times of backflow or increased volume.
Support the records team in maintaining accuracy, completeness, and timely processing of all patient documentation.

Percentage of time

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status.

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