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Client Services Specialist

University of Wisconsin-Madison
Wisconsin, United States
Salary Not Specified
Date posted
Nov 28, 2023

Minimum $17.00 Maximum $27.00 HOURLY
Depending on Qualifications
Sign-on Bonus of 3-5% of base pay (based on FTE) to be paid over the first year of employment

Job Summary:

Do you enjoy helping people and their pets? Do you like working in an exciting environment, where no two days are the same? Then a place on the client services team at UW Veterinary Care is for you! Join hospital client services and experience working with a fantastic team of kind and supportive colleagues in a culture that promotes employee growth and learning.

Responsibilities: Performs administrative and customer service support in an office setting within a healthcare facility or clinic to provide quality customer service to all patients and staff and ensure smooth administrative operations.
  • 30% Provides day-to-day operational support to medical work unit personnel
  • 10% Prepares documents for patient admissions and appointments
  • 30% Greets patients, schedules appointments, maintains calendars, schedules tests, and makes referrals according to instructions
  • 10% Receives, submits, and responds to inquiries according to established policies and procedures
  • 10% Assesses patient's situation for designated service areas and, based on client interactions, follows hospital protocols to triage calls appropriately
  • 10% Serves as first point of contact for all incoming calls to UWVC by answering calls in hospital client services
  • Prepares documents for patient admissions and appointments.
  • Schedules appointments, maintains service calendars, addresses issues and inquiries, and handles appointment cancellations and/or reminders when needed.
  • Receives, submits, and responds to client and referring veterinarian inquiries according to hospital policies and procedures.
  • Logs and distributes incoming correspondence and faxes to appropriate patient accounts and service personnel.
  • Maintains electronic and paper medical records.
  • Curates specialty departments' and individual clinicians' schedules.
  • Provide exceptional customer service to clients, clinicians, and staff of UWVC to optimize communication and patient care.
  • Act as point person for triaging and scheduling for designated service areas
  • Be a positive, friendly, and reliable team player
  • Participate in rotating on-call shifts as needed
  • Other duties as assigned
Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion


H.S. Diploma


At least 1 year of phone reception or customer service experience preferred. At least 1 year of experience working with medical records preferred. Background in medical terminology preferred.

Strongly prefer advanced customer service skills, problem solving abilities, and attention to detail.

Work Schedule:

Monday - Friday, 8:00AM - 5:00PM, with 60 minutes for lunch

Potential for on-call hours, as required by the hospital.

Work Type:

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:


Additional Information:

Physical Demands:
1. Ability to operate telephone, computer, copy machine and fax machine.
2. Able to sit for long periods of time
3. Able to stand and walk, and occasionally to carry objects up to 30 pounds.
4. Able to stand in medical record aisles and reach up or down for records, and occasionally to use a step stool to reach high records

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment.

UW Veterinary Care offers competitive wages (including night and weekend differential, if applicable), outstanding employee benefits ( ), ample paid time off ( ), and financial support for continuing education and pursuing specialty certification.

The UW-Madison campus and the surrounding area have many enriching opportunities. Madison was named the most bike-friendly city; the Dane County Farmer's Market is one of the largest in the nation; Madison has the most restaurants per capita of any U.S. city; Madison consistently ranks as a top community in which to live, work, and play; and the University is nationally recognized for academics and athletics. Please see the following link for more information:

How to Apply:

Begin the online application process by clicking the '' button. Please include a current copy of your resume, emphasizing your experience as it relates to this position.


Michelle Albino
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Medical Office Assistant(HS008)



Employment Class:

University Staff-Ongoing

Job Number:


The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply.

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website:

Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department .

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