Veterinary Support Specialist

PetVet Care Centers' Chicago Equine Medical Center is currently seeking a Veterinary Support Specialist to join their team!

At PetVet Care Centers, our mission is to improve the lives of animals and people — providing exceptional and compassionate care at every stage — for all the moments that matter.

Because life is better with pets.

We deliver the Ultimate Care Experience — every pet, every client, every time. That starts with a Culture of Care that supports our team members as much as the pets and clients we serve.

With more than 420 locally led hospitals and over 11,000 team members nationwide, we offer:

• Local autonomy with national support
• Career mobility and development opportunities
• A collaborative, inclusive environment where your wellbeing comes first

You care for pets. We care for you.

Position Overview: 

Join our team as a Veterinary Support Specialist who contributes to the success of a high-performing organization committed to delivering superior care and exceptional service. Performs a range of administrative and customer service tasks, providing valuable support to the hospital.

Chicago Equine Medical Center in Wauconda, Illinois, is a state-of-the-art equine hospital offering advanced surgical, medical, and reproductive services, supported by a dedicated team committed to excellence in horse care.

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

• Open to Part-time and Full-time candidates

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