Veterinary Client Service Representative Position Available In Polk, Florida

Veterinary Client Service Representative Veterinary Healthcare Associates, Inc – 2.1 Winter Haven, FL Job Details Full-time $17 – $19 an hour 10 hours ago Benefits Disability insurance On-site gym Dental insurance Paid time off Uniform allowance Vision insurance 401(k) matching Pet insurance Qualifications Veterinary experience Mid-level General practice 2 years Communication skills Full Job Description Welcome to Veterinary Healthcare Associates – Where Your Passion Meets Our Purpose Nestled in the heart of Central Florida on an expansive 10-acre campus, Veterinary Healthcare Associates (VHA) is more than a hospital—it’s a tribe united by a shared mission: Helping people, pets, and the planet become healthy, happy, and healed. We’re shifting the paradigm of veterinary medicine in a world where the norm simply isn’t enough for the healing hearts of people like you. At VHA, we offer a comprehensive and collaborative care model, housing General Practice, Specialty Referral, and 24/7 Emergency Care all on one campus. But what truly sets us apart is our mission-driven culture, fueled by core values—integrity, compassion, teamwork, empowerment, communication, and excellence—that guide everything we do. For People Like You We believe that the wellbeing of our tribe is the foundation for exceptional care. We’ve created a culture where work-life balance isn’t just a buzzword—it’s a daily experience. From our veterinary innovation tools like VEA and Scribble Vet ensure detailed records and on-time shift transitions, to our on-site fitness center, meditation pod, and wellness events, we invest in your growth and renewal. We sponsor 100% of the fees for team wellness activities—whether it’s 5Ks, Titan MudRuns, Bowling, Sound Bath Yoga, Pilates, or our VHA Softball Team—you’ll find opportunities to connect, recharge, and thrive with your tribe. For Pets Our patients deserve nothing less than excellence. That’s why we fully fund the

FVMA CVA

course and exam, offer a complete CVT scholarship program, and provide unlimited access to atDove and 4ACT for continuous education. With a research lab on the horizon and a deep commitment to clinical innovation, we’re not just focused on today’s treatments—but tomorrow’s breakthroughs. Our monthly stray stipend reflects our promise to help more pets find homes and healing, ensuring every animal receives the care and compassion they deserve. For the Planet Sustainability is a daily intention at VHA. Through green initiatives and a commitment to local collaboration, we embody effective altruism in our operations. Our public-facing Dog Dayz Café is more than a café—it’s a hub for community, connection, and conscious living, reminding us all of the deeper impact we can make together.

Role Purpose & Key Success Areas:

The Client Service Representative (CSR) is the first and last point of contact for our clients and plays a vital role in delivering a compassionate, efficient, and professional experience. This blended role supports both our General Practice and Emergency & Specialty departments, providing face-to-face and phone-based service while coordinating scheduling, billing, and client communications. CSRs uphold our mission to help people, pets, and the planet become healthy, happy, and healed by embodying our core values: Compassion, Integrity, Teamwork, Communication, Empowerment, and Excellence.

Key Responsibilities:

Client Experience & Communication Greet all clients and visitors warmly and professionally. Manage multi-line phone system; handle inquiries, triage calls, and relay messages accurately. Respond to client emails, voicemails, and messages through Pet Desk and other communication platforms. Explain hospital policies, services, and basic care recommendations in a friendly and accessible manner. Provide emotional support and empathy to clients during urgent or difficult visits. Actively promote Dog Dayz Cafe to enhance the client experience. Scheduling & Client Coordination Schedule appointments for general practice, emergency, specialty, grooming, boarding, and imaging services. Use hospital software and PetDesk platform to manage client communication. Ensure accuracy when scheduling follow-up care, entering patient notes, and updating contact information. Follow up on missed appointments or cancellations to maintain continuity of care. Administrative & Clerical Duties Prepare patient files, process paperwork, and scan and upload relevant documentation. Maintain accurate financial records and patient logs.. Check voicemail, return calls, and monitor communication channels regularly. Organize and maintain front desk, lobby, exam rooms, and common areas for cleanliness, and supply inventory. Complete daily, weekly, and monthly checklists and tasks, including maintaining a tidy and welcoming reception area. Financial Transactions Accurately process Dog Dayz Café Grab-n-Go refrigerator sales using the portable Square POS. Accurately process payments by cash, check, credit card, Care Credit, or pet insurance reimbursement. Review invoices with clients to ensure understanding of services rendered. Provide estimates when requested and explain financial policies clearly. Collect deposits, manage account balances, and assist with insurance inquiries. Team Support & Facility Duties Collaborate with clinical and administrative staff to ensure smooth workflow. Proactively identify areas where support is needed and offer help without being asked Take initiative to tidy shared areas, make coffee, and complete light cleaning. Support inventory restocking or supply tracking as directed. Participate in all departmental meetings. Training and Development Participate in ongoing training to enhance communication, technical, and service skills. Stay current with hospital protocols, communication tools, and service offerings. Seek feedback and pursue personal growth opportunities in line with VHA’s core values and manifesto. Benefits of Joining Our Tribe Health, Dental, Vision (Full-time) 401K with match (Full-time) PTO and additional earned PTO (Full-time) Shift Differentials for overnight/weekends Access to

On-Campus Amenities:

Fitness Center Meditation Pod Dog Dayz Café 100% Company-Paid Life & Long-Term Disability Insurance Paid access to

FVMA CVA

course & exam CVT Scholarship (twice annually) Continuing Education Stipends & Training AtDove & 4ACT access Yearly Uniform Allowance Team Wellness Events & Bonus.ly Recognition Program Birthday PTO and generous Pet Care Discounts Career Advancement and Internal Promotions Join Our Tribe At Veterinary Healthcare Associates, you’re not just taking a job—you’re joining a tribe committed to transformative care for people, pets, and the planet. If you’re passionate about making a real difference, growing within a purpose-driven community, and being part of something bigger, we’d love to meet you. Apply today—and start your journey with a team that empowers you to thrive. Top of Form Bottom of Form