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Client Services Specialist I - Veterinary Hospital Administration

The University of Tennessee, Knoxville
Knoxville, TN

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Client Services Specialist I

The University of Tennessee, College of Veterinary Medicine, invites applications for the position of Client Services Specialist I.  Under the general direction of the Client Services manager, this position will register, admit, and discharge patients from the hospital and collect deposits and payments for services. Position will also reconcile daily account activity report with the daily receipts on hand (approximately $11.8m/year) and facilitate communication between clients and hospital personnel.

Typical Responsibilities:

• Greet clients and admit and discharge patients. Collect deposits and payments for services.
• Verify client, animal, referring veterinarian, primary veterinarian, and insurance information is correct when client checks in for appointment.
• Facilitate communication between clients and specialty services to obtain patient status and progress reports for clients.
• Perform front line triage and assessment of patients arriving for appointments to detect and respond to emergent/urgent cases as per standard operating procedures.
• Schedule appointments at time of patient discharge in accordance to each service’s standard operating procedures. Consult with clinicians and/or technicians for appointment needs that fall outside of standard operating procedures. 
• Initiate medical record for new patients and prepare paperwork for appointments.
• Obtain medical charts and prepare paperwork for upcoming appointments.
• Field client complaints and refer them to appropriate party for follow-up.
• Maintain confidential client and patient information.
• Assist clients with understanding financial policy and finding solution to financial challenges.
• Provide maps, directions, and accommodation information to clients.
• Provide backup coverage for other reception areas, when needed.
• Make recommendations concerning process and procedure improvements for area.
• Maintain appearance of reception and waiting areas.
• Communicate as needed with other functional areas regarding matters related to the legal medical record, release of information, appointment visit issues, billing and financial issues.  Provide secondary support for all of these functions on occasions when their offices are closed.
• Assist clients during times of grief, anxiety, uncertainty, and anger.
• Facilitate client comfortability.
• Prepare, scan, and upload patient records into the Hospital Computer System to convert from paper to digital format.
• Other front desk duties, as required.
• Perform reconciliation daily for payments received to meet the standards of UT financial policy and the Office of Audit and Compliance.

Minimum Qualifications:

Must be at least 18 years of age.  High school diploma or equivalent with 12 months of office, customer service, or related experience.

Preferred Qualifications:

Minimum 6-12 months experience in veterinary or human medical office or hospital or high-end customer service environment.

Work Schedule:

This is an overnight position and will likely work 5 shifts of 8 hours initially and then 4 shifts of 10 hours once training is completed.  Holidays and weekends will be required on occasion.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Veterinary Hospital Administration
Schedule: Full-time
Job Posting: Oct 5, 2022, 1:17:22 PM


Working at The University of Tennessee, Knoxville

Founded in 1794, the University of Tennessee is one of the nation’s oldest and most storied public universities. Based in Knoxville, Tennessee’s flagship land-grant institution includes the statewide Institute of Agriculture and the Space Institute in Tullahoma. The university embodies excellence in teaching, discovery, scholarship, research, creative activity, outreach, and engagement. Known as the Volunteers, we lead with a spirit of selflessness, empathy, and courage, and strive to be champions for diversity, equity, and inclusion

UT Knoxville is a Research 1 university with 11 academic colleges and more than 900 programs of study. With an enrollment of more than 30,000 students, our academic programs are repeatedly ranked top in their class. The university co-manages Oak Ridge National Laboratory, the country’s most prominent national lab, driving innovation in advanced manufacturing and materials, national security, and more. We are closely connected with our communities through outreach and extension efforts across Tennessee and through partnerships with non-profits, corporations, and industries—regionally, nationally, and around the globe.

The city of Knoxville is nestled in the foothills of the Great Smoky Mountains. The modern, thriving community is surrounded by gorgeous lakes and hundreds of miles of walking, hiking, and biking trails. Situated along the banks of the Tennessee River, our beautiful features an eclectic music scene, internationally recognized festivals, unique restaurants, and a robust offering of diverse cultural activities. Knoxville is located within a day’s drive of Atlanta, Nashville, Asheville, Charlotte, Louisville, Cincinnati, Memphis, Chicago, and Washington D.C.

Knoxville and the surrounding counties have a population of more than 850,000 people. The region houses many leading corporations and organizations, including Oak Ridge National Laboratory, Pilot/Flying J, the Tennessee Valley Authority, and Regal Cinemas, along with HGTV, Food Network, and other networks owned by Discovery Inc.

As a member of the UT family, you will be surrounded by top-notch faculty, staff, and students from around the world. You will be part of a diverse campus community that is passionate about changing the world and cheering for the Vols on game day.

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