Veterinary Referral Coordinator-Surgery

Who We Are

The Veterinary Specialty Center of Seattle (VSCS) is a 24‑hour Emergency and Critical Care and Specialty hospital. We offer a collaborative approach to veterinary medicine, supporting Emergency and Critical Care, Neurology, Surgery, Internal Medicine, Cardiology, Oncology and Radiology all in one hospital. We pride ourselves on providing compassionate medical care and exceptional client service. Our team is a diverse group of assistants, licensed veterinary technicians and doctors ranging from residents in training to board‑certified specialists. We are committed to excellent care for patients and clients, fostering learning, teamwork, autonomy and accountability, and making sure to laugh at least a little bit every day.

Job Summary

The Surgery Referral Coordinator assists with the day‑to‑day coordination and flow of the surgery department. Acting as a liaison between the surgery teams and clients whose pets are being treated, the coordinator keeps clients informed, supports surgery doctors to make case flow efficient, and reports to the Client Service Manager (with possible direction from the Hospital Staff Manager, Hospital Administrator, Medical Director, and emergency and critical care veterinarians).

Primary Responsibilities

• Create and submit diagnostic requests for the doctor.
• Monitor the diagnostic tab in Ezyvet to ensure all diagnostic results return and are reviewed.
• Create estimates upon request by doctor or team.
• Obtain rDVM records upon request by doctor and ensure records are attached to the patient’s medical record.
• Communicate with nurses on patient status, discharge information, and any other pertinent information.
• Monitor surgery flow and communicate with clients.
• Facilitate patient visits.
• Verify and/or witness client’s statements regarding procedures, including euthanasia.
• Cross reference and double check charges for procedures, diagnostics, and hospitalization for inpatients and outpatients to ensure accurate invoicing.
• Discharge responsibilities: Prepare surgery patients for discharge – ensure medications are filled, gather food samples and other items being sent home, gather patient personal items; prior to discharge verify that all catheters have been removed and the patient is clean; review discharge instructions with the client (care and monitoring instructions, medications, recheck recommendations); fill medications if needed.
• Must have a medical clerk’s license (not a job requirement for starting the position) or be an LVT.
• Call in prescriptions to a pharmacy for patients upon doctor request.
• Coordinate with shelters and rescue organizations.
• Other duties assigned as needed.

Client Relations

• Contact clients from recent visits to obtain patient updates upon request by doctor.
• Obtain patient information from surgery clients upon request by a doctor.
• Answer client calls, check messages, and return client calls for the surgery department.
• Discuss financial estimates with clients, including facilitating communication between doctor and client regarding adjustments to treatment plan and financial implications.
• Provide daily financial updates to clients.
• Take deposits as needed.
• Review paperwork with clients for procedures, such as euthanasia consent or anesthesia permission form.
• Enter communication notes in patient files of all relevant phone or in‑person conversations with clients, especially when notifying of lab results.
• Other duties assigned as needed.

Additional Duties

• Follows hospital policies including safety guidelines regarding radiographs, controlled drugs, and animal handling.
• Follows OSHA guidelines concerning safety and handling of hazardous materials.
• Attend all staff and department meetings as requested.

Job Qualifications

• Experience in the veterinary field for two or more years highly preferred—client service and/or veterinary assistant.
• Know the range of services the practice provides and the species it treats.
• Ability to follow OSHA standards and hospital policies.
• Know standard medical and business abbreviations.
• Demonstrate ability to show empathy toward clients and treat animals with respect and compassion.
• Excellent interpersonal communication skills.

Benefits – Our Care In Action

We provide benefits spread comprehensively across your mental, physical, emotional, and financial wellbeing designed to meet your needs as a unique individual.

• Competitive compensation‑$23‑28/hr (negotiable based on credentials and experience).
• Thrive reviews performance and compensation as part of its approach to recognizing contributions and supporting competitive growth.
• Paid time off including 8‑weeks of full‑pay parental leave, bereavement to grieve both humans and pets, and time off for new pet adoptions.
• Top quality medical, dental, and vision insurance plus health savings account and flexible spending account.
• Pet perks including free exams, discounts on products and services, and more at all Thrive Pet Healthcare locations.
• Generously subsid