CSC – Client Service Coordinators

Our Client Service Coordinators have the critical and demanding role of often being the first and the last friendly, welcoming and professional representatives of our practice. This can include, but is not limited to, meeting face to face, talking on the phone and involving clients in shared decision making.

BEST PRACTICES FOR CSCs:

• Maintain a clean and orderly lobby and reception desk.

• Review the schedule during the day so you can provide appropriate options to clients seeking both SDA appointments and future appointments – whenever possible, say yes to your client’s requests. έ Follow up on online appointment requests in a timely manner

• Answer the phone with enthusiasm / empathy depending on the situation.

• Ensure any messages or questions from the client are relayed to the doctor as quickly as possible. έ Set a realistic expectation for a return call with the client and ensure this is also communicated to the doctor.

• Greet the client in a timely fashion and acknowledge the client and pet by name. έ Provide a warm greeting, with a friendly voice and a pleasant demeanor. έ Introduce yourself and make eye contact when speaking with the client.

• Update clients on wait times or delays έ When possible, contact a client prior to their appointment time to inform them of any known delays and offer to reschedule their appointment or ask if they’d rather drop off έ If the client has been waiting for more than 5 minutes, apologize for their wait, provide them with an update to their expected wait time and the reason for the wait. For example, “I am so sorry for your wait Ms. Smith. Dr. Anderson is running a little behind and is just finishing with her last room. Your Vet Tech, Alison, should be up in the next 5 minutes.” έ If the client believes it is an emergency – it IS an emergency – at the very least – ensure that a doctor or CVT does a brief exam to triage the severity of the pet’s condition immediately.

• Page the treatment area to announce that the pet has arrived before checking in the client. Ex: “Dr. Jones, Spot is here for his 3 o’clock vaccine appointment.” έ Alert the doctor and/or vet tech to any personalized information regarding the client and/or pet prior to doctor entering the room.

• Ensure the client is scheduled with the primary care provider upon check-out for follow-up / next scheduled visit and when appointments are made via phone.

• Make sure that either the doctor or the VA/VT has reviewed the exam report with the client – if they haven’t, take the time to review it with them yourself. Don’t hesitate to find a doctor or a VA/VT for a client who has questions you can’t appropriately answer.

• If checking out the client ask the client if he or she has any additional questions prior to leaving the hospital. Remind clients that they can always call back with questions and/or concerns. For example, “Were we able to answer all your questions today? Please do not hesitate to call if you do have any additional questions or concerns regarding Fluffys care.”

• Don’t hesitate to take command of a difficult situation, confidently state when you need to get the doctor or the practice manager for assistance or lead the client into an exam room when necessary.