R2026105772 Client Care Coodinator (Open)

Position Summary:

This role requires a highly specialized fit. We can teach hospital systems, workflows, and veterinary medicine. What we can't teach is the genuine love of people that makes someone exceptional in this position. We're looking for someone whose natural instinct is to smile, connect, and help. Someone who makes others feel comfortable, heard, and cared for simply by being themselves. In Emergency and Critical Care, clients often arrive scared, overwhelmed, and facing some of the most difficult moments of their lives with their pets. Our Client Care Coordinators serve as a steady, compassionate presence during those moments - guiding clients through uncertainty, building trust, providing clarity, and ensuring they never feel alone in the process. If you've been told you're warm, approachable, empathetic, and the kind of person who can make anyone feel welcome, you may be exactly who we're looking for. This role is about much more than scheduling appointments or answering phones; it's about creating an exceptional human experience during moments that matter most.

The Emergency and Critical Care Services (ECCS) Client Care Coordinator at the Colorado State University Veterinary Health System (VHS) is the primary point of contact for pet owners seeking urgent or emergency care in direct collaboration with the medical team. This position ensures a compassionate, communicative, and efficient experience for clients while supporting the complex operations of ECCS.

Department:

Client Services

Anticipated Start Date:

7/28/2026 - 8/11/2026

Anticipated Weekly Hours:

17-25

Essential Job Duties:

Serve as the primary point of contact for clients and referring veterinarians (rDVMs) by responding to in-person, phone, voicemail, and email inquiries, providing visit information, addressing concerns, and managing all service-level administrative communication to ensure timely, accurate, and compassionate client care.

Coordinate and manage patient access to care by triaging emergencies and case urgency, scheduling new, recheck, and multi-service appointments, preparing financial estimates and consent forms, managing prescription refills, and maintaining accurate daily schedules in collaboration with clinicians and technical staff.

Facilitate client education and emotional support by implementing grief and euthanasia protocols, providing guidance during difficult situations, and ensuring patient, client, and staff comfort during emotionally sensitive interactions.

Administer and maintain medical record and referral workflows by collecting, organizing, validating, and uploading medical records, imaging, and patient data into Stringsoft; initiating and managing rDVM referrals; and communicating patient status updates such as transfers, discharges, or euthanasia to referring providers.

Lead veterinary student onboarding and service orientation by providing pre-rotation materials, conducting orientation sessions on client communication and hospital procedures, serving as the primary contact for student questions, and ensuring students are prepared to function effectively within the service.

Develop, maintain, and enforce service administrative systems by creating and updating standard operating procedures (SOPs), managing service email and communication channels, and distributing critical operational information to clinicians, technicians, students, and volunteers.

Support service recovery and interdepartmental coordination by partnering with the Service Excellence Coordinator, clinic leadership, and external veterinarians to investigate incidents, identify root causes, manage client follow-up, and maintain continuity of care and professional relationships.

Perform other related duties as assigned to support hospital operations and service needs.

Conditions of Employment:

Pre-employment Criminal Background Check (required for new hires)

Essential Services Designation

Legally authorized to work in the United States

Minimum Qualifications:

Minimum Education required: High school diploma or GED.

Minimum Experience/Skills required: Two (2) years of customer service in a fast-paced, client-facing role.

Ability to work a full-time schedule onsite, including potential evenings, weekends, and holidays as needed.

The successful candidate must be legally authorized to work in the United States; the department will not provide visa sponsorship.

Preferred Qualifications:

Bachelor’s degree in a related field (e.g., human development and family studies, business, communications, psychology, animal science, or a healthcare-related discipline).

Experience in a veterinary, medical, emergency, or specialty client service environment.

Experience with veterinary or medical scheduling systems (e.g., Cornerstone, Instinct, UVIS, Avimark, etc.).

Demonstrated ability to work effectively and professionally in fast-paced, emotionally charged environments, including handling sensitive or high-emotion situations with empathy and composure.

Familiarity with medical record systems and terminology.

Strong written and verbal communication skills.

Experience facilitating financial transactions, estimates, or third-party payment plans (e.g., CareCredit, ScratchPay).

Demonstrated commitment to customer care.

Flexibility and adaptability to cross-train and work in multiple service areas.

Application Instructions:

This position will remain open until filled. Interested applicants must submit a cover letter that addresses how professional experiences align with the required and preferred qualifications, and a current resume. References will be requested from finalists and will not be contacted without prior notification of candidates.