Client Services Specialist

Do you enjoy helping people and their pets? Do you like working in an exciting environment, where no two days are the same? Then a place on the client services team at UW Veterinary Care is for you! Join the hospital client services team and experience working with a fantastic group of kind and supportive colleagues in a culture that promotes employee growth and learning. 

Tasks: 

• Obtains and prepares documents for patient admissions and appointments

• Schedules appointments, takes deposit information as needed, maintains service calendars, addresses issues and inquiries, provides clients with information about upcoming appointments and handles appointment cancellations and/or reminders

• Receives, submits, and responds to client and referring veterinarian inquiries according to hospital policies and procedures

• Logs and distributes incoming correspondence and faxes to appropriate patient accounts and service personnel

• Maintains electronic and paper medical records

• Curates specialty departments' and individual clinicians' schedules

• Provide exceptional customer service to clients, clinicians, and staff of UWVC to optimize communication and patient care

• Act as point person for triaging and scheduling for designated service areas

• Be a positive, friendly, and reliable team player

• Monitor different communication facets, such as Vocera, as well as the message boards, voicemails, and emails for your services areas

The anticipated schedule for this vacancy is Monday through Friday, from 8:00am to 5:00pm. Occasional on-call and holiday hours may be required.

• Provides day-to-day operational support to medical work unit personnel (30%)

• Serves as first point of contact for all incoming calls to UWVC by answering calls in hospital client services (10%)

• Prepares documents for patient admissions and appointments (10%)

• Greets patients, schedules appointments, maintains calendars, schedules tests, and makes referrals according to instructions (30%)

• Receives, submits, and responds to inquiries according to established policies and procedures (10%)

• Assesses patient's situation for designated service areas and, based on client interactions, follows hospital protocols to triage calls appropriately (10%)

School of Veterinary Medicine

UW Veterinary Care (UWVC) Hospital

Client Services

The starting hourly rate for the position is $19.00 (but is negotiable based on experience and qualifications).

UW Veterinary Care offers competitive wages (including night and weekend differential, if applicable), outstanding employee benefits https://hr.wisc.edu/benefits/new-employee-benefits-enrollment/benefits-for-employees-covered-by-the-wrs/ ample paid time off https://hr.wisc.edu/benefits/leave/paid-leave/, financial support for continuing education and pursuing specialty certification, referral bonuses, an annual shoe allowance, and a yearly provision of hospital-branded clothing

• Excellent communicator (both verbal and written)

• Ability to multitask

• Excellent follow through on tasks/duties

Physical Demands:

• Ability to operate telephone, computer, copy machine and fax machine

• Able to sit for long periods of time

• Able to stand and walk, and occasionally to carry objects up to 30 pounds

• Able to stand in medical record aisles and reach up or down for records, and occasionally to use a step stool to reach high records

• At least 1 year of phone reception or customer service experience

• At least 1 year of experience working with medical records

• Background in medical terminology

• Strongly prefer advanced customer service skills, problem solving abilities, and attention to detail

High School Diploma Required

Associates Degree Preferred

Begin the online application process by clicking the 'Apply' button. Applicants are asked to upload a current copy of their resume, outlining their experience as it applies to this position.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment.

Hiring Manager: Meenu Verma, Associate Director, [email protected] 
Human Resources Support: April Schulz, HR Manager, [email protected] 

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The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer. 

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment. 
 
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). 
 
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