Client Financial Coordinator

Job Description: Financial Coordinator

Position Summary

The Financial Coordinator plays a critical role in ensuring accurate, timely, and transparent financial practices within VCA Northwest Veterinary Specialists (NWVS). This position partners closely with clinical teams to capture, validate, and reconcile charges in alignment with approved treatment plans. The Financial Coordinator actively participates in medical rounds and works directly with hospital leadership to support financial accuracy, operational efficiency, and an exceptional client experience.

Key Responsibilities

Charge Capture & Accuracy

• Ensure all services, procedures, medications, and supplies are accurately captured and entered into the hospital's practice management system.
• Validate that charges are consistent with approved treatment plans and client estimates.
• Identify and reconcile discrepancies between medical records, treatment plans, and posted charges.
• Support real-time or near real-time charge entry for emergency and inpatient cases.

Inpatient Financial Oversight

• Review inpatient accounts daily to confirm all charges reflect services delivered.
• Collaborate with doctors and technicians to ensure updates to treatment plans are appropriately documented and reflected financially.
• Monitor ongoing cases to ensure financial alignment throughout hospitalization.
• Assist with updating estimates as treatment plans evolve.

Outpatient Responsibilities

• Capture and validate charges for emergency and same-day outpatient visits
• Ensure services performed during visits are accurately documented and billed
• Review estimates prior to services when applicable
• Partner with clinical and client service teams to ensure efficient visit flow
• Support timely and accurate visit closure and financial reconciliation

Participation in Medical Rounds

• Attend daily medical rounds (including weekends/holidays as required).
• Stay informed of patient status, treatment progression, and plan changes.
• Identify billing implications of evolving care plans.
• Act as a liaison between clinical teams and client service teams regarding financial updates.

Client Communication & Financial Counseling

• Review treatment plan estimates with clients, ensuring clarity, accuracy, and transparency of costs.
• Obtain client authorization and signatures on estimates prior to care.
• Communicate updates to financial estimates as treatment plans evolve.
• Provide empathetic, clear financial guidance to support decision-making.
• Ensure efficient and accurate discharge and checkout processes.
• Assist with billing questions and final invoice review.

Leadership Collaboration

• Work closely with the Medical Director and Hospital Director.
• Ensure financial practices align with clinical and operational goals.
• Identify trends and opportunities for improvement.
• Support workflow and process improvements.

Financial Integrity & Compliance

• Perform routine audits to ensure compliance with hospital policies.
• Maintain accurate documentation supporting all charges.
• Escalate inconsistencies or concerns to leadership.

Process Improvement

• Identify trends in missed or incorrect charges.
• Recommend and implement workflow improvements.
• Assist in staff training related to charge capture.

Qualifications

Required: High school diploma or equivalent; 2+ years of relevant experience; strong attention to detail; communication skills.

Preferred: Veterinary or healthcare experience, practice management software familiarity, knowledge of medical terminology.

Key Competencies

• Detail-oriented
• Strong communication skills
• Critical thinking
• Collaboration
• Adaptability

Work Environment

Fast-paced emergency hospital requiring schedule flexibility including nights, weekends, and holidays.

If you are a current associate, you will need to apply through our internal career site. Please log into Workday and click on the Jobs Hub app or search for Browse Jobs.

Benefits: We offer competitive compensation along with a comprehensive benefits package, including medical, dental, vision and paid vacation/sick days, 401(k), generous employee pet discounts and more!

The information in this position description indicates the general nature and level of work to be performed. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of associates assigned to this job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, change in personnel, workload, or technical development)

We are proud to be an Equal Opportunity Employer - Veterans / Disabled. For a complete EEO statement please see our career page at vcacareers.com