Role

Full-time Veterinary Support Specialist

Location

Chicago Equine Medical Center
26996 N. Darrell Rd., Wauconda, IL, US

Description

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Veterinary Support Specialist

Title: Veterinary Support Specialist

Reports to: Hospital Manager

Department: Hospital Operations

FLSA Status: Non-exempt

Position Overview:

The Veterinary Support Specialist is an organized and thorough customer service minded individual who will build positive relationships with demanding horse owners and trainers. They will be a face and voice of the clinic as they assist with incoming communications and provide thoughtful, proactive outreach to clients.

Essential Functions:

The duties and responsibilities of the Veterinary Support Specialist include the following, but will expand as the individual shows growth and initiative.

Create, update, confirm, document, and manage client and patient accounts while accurately scheduling ambulatory and in-house appointments, surgeries and bone scans in our Hospital Veterinary Management System (HVMS)
Be in constant contact with doctors/techs and clients regarding appointment arrival times as to keep the HVMS schedule updated when doctors check in on site and complete appointments
Ensure Veterinary Service Agreements (VSA) and patient consent forms for upcoming appointments are completed as well as attaching prescriptions, lab results, VSA, and insurance forms to patient files in HVMS
Educate current and prospective clients with basic product and service information including estimated costs of these products and services
Actively listen to client concerns and provide support, solutions, and empathy
Print stall cards for any incoming patient
Provide direction, answers, documentation and responses to incoming calls and or texts as well as taking in patients to the clinic and coordinating discharges.
Provide ER support with incoming requests, dispatching resources, as well as getting completed any documentation needed.
Organize, contact and schedule spring and fall vaccinations for current clients as well as internal customers (DVM’s, Pharmacy, etc.).
Coordinate End of Life/Euthanasia processes, documentation, transportation, and follow up as needed
Support doctors by contacting clients relaying fecal and bloodwork results, changes in medication dosage, setting up phone consultations, changing/rescheduling appointments, providing daily updates to clients who have hospitalized horses and organizing discharges as well as following up with clients post-surgery/treatment on how patient is doing
Coordinate information to clients or within the practice systems. Not limited to prescriptions, Coggins, health certs, vaccine records, x-ray/MRI images, ultrasounds, preventative treatment reminders, client records, records requests, patient history requests, etc.
Make sure all computers are updated (tablet replications)
Provide support to Billing Manager, Pharmacy Manager, Tech Manager and Hospital Manager
Schedule appointments for Bone Scan, surgeries, as well as providing histories and/or estimates to the needed individuals
Ensure all front office areas as stocked, neat, as well as the distribution of incoming items such as packages, mail, etc.
All other duties as assigned

Qualifications:

Customer Service and scheduling experience are must-have
Personal or professional horse experience preferred
High School Diploma or equivalent
Veterinary environment, terminology, and protocols
Working in a team environment
Handling multiple tasks and priorities
Multi-line telephone skills
Organization skills
Attention to detail
Verbal and written communication skills with good interpersonal skills
Staff scheduling skills
Basic math skills
Properly handling and accounting for cash and client payments

Schedule

Monday - Friday, 8:30am - 5pm

What We Offer
We care deeply about supporting our team members — professionally and personally. Benefits include:

Medical, dental, and vision insurance
Paid Parental Leave (birth, adoption, foster)
401(k) with discretionary contribution
Team Member Pet Discounts
Emotional wellbeing support — including Calm app access and 24/7 EAP
CE stipends and career development resources
Grant Circle — a relief fund for team members facing personal hardship
Local hospital culture backed by national resources

Pay Range

$18—$19 USD

At PetVet Care Centers, we’re committed to a Culture of Care — for pets, for the people who love them, and for the team members who make it all possible. With more than 420 hospitals across the U.S. and a team of over 11,000 dedicated professionals, including 1700+ veterinarians, we offer a unique blend of local leadership and national support that helps our hospitals thrive.

Our model is built on partnership, collaboration, and local medical autonomy, empowering each hospital to deliver high-quality care while benefiting from shared resources and a strong professional community. Whether you’re providing care in a hospital or supporting operations behind the scenes, PetVet is a place where you can grow your career, stay connected to your purpose, and make a meaningful impact.

You care for pets. We care for you.

PetVet is an equal opportunity employer. All employment decisions are made without regard to race, color, age, gender, gender identity or expression, sexual orientation, marital status, pregnancy, religion, citizenship, national origin/ancestry, physical/mental disabilities, military status or any other basis prohibited by law. EOE, M/F/D/V

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Veterinary Support Specialist

Role

Location

Description

Veterinary Support Specialist

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Voluntary Self-Identification of Disability

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