Client Service Coordinator

PROBLEM RESOLUTION Why Problem Resolution is important: Problems are very likely to occur at some point during your relationship with your clients. Positively resolving a clientu2019s problem when it is reported to you improves a clientu2019s overall experience and keeps them loyal. It is important to remember that the u201cproblemu201d typically isnu2019t with the quality of medicine provided but with a breakdown in the communication or understanding between the client and the hospital team. It is equally important to remember that every Banfield associate influences a clientu2019s experience and they should feel comfortable addressing any concerns a client may have both quickly and efficiently. BEST PRACTICES: u2022 Pay attention to a clientu2019s body language and what their words and behavior are telling you about their experience. Pay similar attention to your own body language u2013 it is critical that you communicate clearly and honestly with a client that you want to listen patiently, understand completely, and resolve their concern fairly. u2022 Validate the clientu2019s concerns with an empathy statement and thank them for bringing the problems to our attention. u2022 Give the client the opportunity to voice his/her concerns without interruption or argument. Sometimes a client just wants to be heard and have their concerns validated. This alone may rectify the situation or at the very least show the client that you are willing to work towards a common result. u2022 Consider inviting the client into an exam room where you can discuss the issue privately u2022 Address the concern quickly. One of the quickest ways to establish a clientu2019s expectations is to ask them what you can do to rectify the situation. Once you have an idea of what your client wants, you can identify and offer solutions. u2022 If you are unable to help resolve the concern immediately, then let the client know that you would like to make your Practice Manager aware of the concern. Ask the client for some time to discuss the matter and have the PM contact them. Ensure you have valid contact information and provide an expectation for the follow up contact. u201cI would like to share these concerns with my Practice Manager and have her/him call you to discuss them further. Is there a preferred contact number and day/time for her to reach you? 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: u2022 Maintain a clean and orderly lobby and reception desk. u2022 Review the schedule during the day so you can provide appropriate options to clients seeking both SDA appointments and future appointments u2013 whenever possible, say yes to your clientu2019s requests. u03ad Follow up on online appointment requests in a timely manner u2022 Answer the phone with enthusiasm / empathy depending on the situation. u2022 Ensure any messages or questions from the client are relayed to the doctor as quickly as possible. u03ad Set a realistic expectation for a return call with the client and ensure this is also communicated to the doctor. u2022 Greet the client in a timely fashion and acknowledge the client and pet by name. u03ad Provide a warm greeting, with a friendly voice and a pleasant demeanor. u03ad Introduce yourself and make eye contact when speaking with the client. u2022 Update clients on wait times or delays u03ad 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 theyu2019d rather drop off u03ad 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, u201cI 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.u201d u03ad If the client believes it is an emergency u2013 it IS an emergency u2013 at the very least u2013 ensure that a doctor or CVT does a brief exam to triage the severity of the petu2019s condition immediately. u2022 Page the treatment area to announce that the pet has arrived before checking in the client. Ex: u201cDr. Jones, Spot is here for his 3 ou2019clock vaccine appointment.u201d u03ad Alert the doctor and/or vet tech to any personalized information regarding the client and/or pet prior to doctor entering the room. u2022 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. u2022 Make sure that either the doctor or the VA/VT has reviewed the exam report with the client u2013 if they havenu2019t, take the time to review it with them yourself. Donu2019t hesitate to find a doctor or a VA/VT for a client who has questions you canu2019t appropriately answer. u2022 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, u201cWere we able to answer all your questions today? Please do not hesitate to call if you do have any additional questions or concerns regarding Fluffy's care.

Created: 2025-12-04