Career Opportunities

The Coordinator is the client’s first point of contact when calling or visiting the practice and as such represents the professional image of the practice/hospital to callers, referring veterinarians (rDVMs) and visitors. The Coordinator helps to ensure the smooth running of the day by keeping the department’s team up to speed on changes to the daily schedule and incoming emergencies. The department relies heavily on this role to anticipate the needs of the clients and staff.  They receive and relay client and rDVM correspondence to the veterinary team and they provide clients with resources and support. The Coordinator understands they are the face of their department and exhibit resourcefulness, initiative and a positive attitude making them approachable to coworkers, clients and rDVMs alike.  The Coordinator’s role and duties are constantly evolving to improve their team’s workflow and to keep up with improved technology and client service.

Essential Duties and Responsibilities: Include the following. Other duties may be assigned.

• Answering incoming phone calls, emails, SMS messages in a timely fashion
• Checking and responding to voicemails promptly
• Scheduling patient appointments and managing cancellation lists
• Sending and tracking appointment reminders and confirmations
• Prepare patient files/paperwork for the next day’s appointments
• Client, internal staff and referring veterinarian communication
• Record maintenance
• PMS maintenance
• Processing Payments
• Check clients in and out
• Request radiographs, records and any other information pertinent to the patient
• Maintain a clean and tidy coordinating area
• Update clients regarding any ongoing conflicts or inquiries, rescheduling when necessary
• Update clients on delays in the schedule due to emergencies that may conflict with their appointment time
• Note all client, rDVM and internal communication in patient files
• Scan and attach applicable documents
• Import radiographs and other imaging files
• Distribute/Fill prescription request to appropriate staff
• Distribute lab results to doctor/technicians
• Distribute miscellaneous faxes/emails/messages to appropriate recipients
• Triage client emergency calls
• Call clients for unpaid invoices
• Monitor low office supplies and request when necessary
• Stock consent forms, client handouts and any other forms
• Complete tasks requested by management, technicians or doctors
• Attend relevant VRCC meetings when possible

Other Skills and Abilities

• Multi-tasking and maintaining composure during stressful situations or busy periods
• Ability to make decisions and act quickly in a highly stressful environment
• Knowledge of the practice software to manage and maintain client and patient information
• Maintain a pleasant and professional demeanor with clients, co-workers and rDVMs
• Showing resourcefulness when working on projects given to you by management or doctors

Qualifications:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed herein are a representative of the knowledge, skills and/or ability required.
• High School Diploma/GED
• Veterinary Experience
• Customer Service

Controls over Work:

The Coordinator must use initiative in carrying out recurring assignments independently without specific instruction while always keeping patient care/client service as their number one priority. Any deviations, problems and unfamiliar situations must be communicated first to the lead technician/supervisor and if unable to be resolved these must be communicated to the administrator/director of operations.

Professional Appearance:

All doctors and staff are required to maintain a professional appearance at all times. This includes adhering to hospital as well as company dress codes and maintenance of standard hygiene.  Coordinators can wear either casual business attire (no jeans, holes, etc.) or scrubs.

Computer Skills:

Must be experienced with basic computer, printer, multi line phone, efax, and calculator tasks and operations. Able to work with Microsoft Word, Excel, Outlook and Internet. Willingness to participate in further training of practice software as it becomes available.

Language Skills:

Ability to read and interpret documents such as medical documents, safety rules, operating and maintenance instructions and procedure manuals and logs. Ability to write routine correspondence. Ability to speak effectively to doctors, clients and co workers while delivering medically oriented information.

Mathematical Skills:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers and decimals.

Reasoning Ability:

Ability to apply common sense and understanding to carry out instructions furnished in written, oral or diagram form. Ability to differentiate between major and minor issues and how they relate to service and accuracy for the care or our clients and patients. Ability to deal with problems involving several concrete variables in standardized situations and the ability to diffuse the situation.

Team Work:

Ability to work cooperatively and supportively with coworkers to accomplish a common goal while maintaining your personal accountability for individual tasks; while maintaining a constructive working relationship with others. Ability to use service orientation to look for ways to assist other staff members while prioritizing your time and duties to maintain practice efficiency and a high level of service provided to clients/patients.

Continuing Education:

Coordinators are encouraged to attend on-going training and seminars and successfully complete correspondence course work to continually advance their knowledge of the veterinary industry and client service. Additional training or educational work may be required in some circumstances and it may be necessary to come in when unscheduled or afterhours for some of these sessions. Financial assistance may be available (CE allowance).

Physical Demands:

The physical demands required are representative of those that must be met by an employee to successfully perform the essential functions of this job. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to focus. The ability to stand for long periods of time, also sit, crouch, kneel. Frequent lifting (with assistance when required) and the use of fingers and hands to type, hold, handle and feel is essential for perform the functions of a coordinator.

Work Environment:

The work environment characteristics described here are representative of those and employee encounters while performing essential duties of this job. The noise level in the environment can be loud. Lighting is provided by fluorescent overhead lights and surgical spot lights. You may come into contact with hazardous materials such as blood, vomit, feces, urine, effusion, cleaning materials, zoonotic diseases, infectious diseases and more. All areas of our hospitals are open to client tours at any time so all work is performed in full view of the clients.

Why Consider Our Englewood Hospital?