Specialty Coordinator - Ophthalmology

Department: Client Service Representative

We are seeking an experienced Client Service Representative to join our Specialty Coordinator team for the Ophthalmology service!

We are seeking an administrative professional with a passion for client relationship building. The Ophthalmology Referral Coordinator will work to provide exceptional communication and assistance to our referring community. (S)He will meet and greet clients and their pets and shall provide assistance during the transition process of becoming a client/patient with our board-certified Ophthalmologist. 

Our Coordinator will not only coordinate and represent all facets of client services, but shall also provide knowledge to our pet parents along the way to make the experience as smooth and seamless as possible. (S)He will serve as a goodwill ambassador for the service, as well as the hospital. 

At VCA Animal Hospitals, we take our mission statement – your pet’s health is our top priority and excellent service is our goal – very seriously.   With every opportunity, we aim to exceed each pet owner’s expectations.
We’re looking for a personable yet highly professional “service extraordinaire” to join us in delivering our mission to our clients and their pets.

Why We Need You
As the face of the Ophthalmology service at VCA Family and OVSC, the Ophthalmology Referral Coordinator sets the tone for the service as we build and maintain each client's trust and confidence in our abilities. The Coordinator is a pivotal role around which the service operates and is responsible for, but not limited to:

Client Service and Communication

Communicate consultation expectations for pet owners, for example:

Ophthalmology consultations involve . . .

Things to know for your Appointment: Curbside, bring all medications, 10 minutes late policy

Answer Telephones, Make Appointments and Manage Schedule

Facilitating calls and emails from referral veterinarians and their representatives – Handling their requests from start to finish.

Maintain appointment schedule by booking and confirming new consults and rechecks, as well as fill openings in the schedule

Referral Management

Coordinate referral and transfer requests from referring practices, working closely with all departments and hospital teams.

Receive and review referrals, present referrals to the ophthalmologist with an idea of level of urgency according to triage list

Medical Records Management

Obtain and upload medical records in timely manner for review prior to all appointments

Sending our medical records to the referring Veterinarian after the patient is seen by the ophthalmologist

Referring Hospital Communication Management

Maintain updated referral hospital contacts and information

Notify referring doctors when the ophthalmologist will be out of office

Service Knowledge

Knowledge of basic ophthalmology terminology (ophthalmology glossary provided)

Pharmacy – Comfortable discussing basics of medications

Qualifications, Education and Experience:

High School Diploma. 

1+ years of customer service experience in veterinary field.

Organized and dependable.

Task-driven and focused.

Motivated and curious to learn.

Knowledge, Skills and Abilities:

Excellent client service skills.

Excellent phone skills. 

Strong experience with computers and digital applications.

Must be friendly, outgoing, relationship-centered and “people-oriented.”

Excellent verbal and written communication skills.

Ability to work in a team-oriented environment.

Well groomed, organized and detail-oriented.

Ability to take direction well and have excellent attention to specific details.

Ability to handle money accurately and honestly. 

Must possess sound decision-making skills for determining best course of action.

Must be able to multi-task and stay efficient while working in a fast-paced environment of stress.

Utilize strong time management skills to successfully manage and complete multiple projects simultaneously within tight deadlines.

Compensation: $21/hr

BENEFITS:
We offer competitive compensation along with a comprehensive benefits package, including, medical/dental/vision and paid vacation (for F/T employees only), 401(k), generous personal pet care discounts and more!

If you are a current associate, you need to apply through our internal career site. Please log into Workday and click on the Career worklet on the landing page or search for Find 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

If you are a current associate, you 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.