Veterinary Specialty Referral Coordinator

Advanced Veterinary Care is seeking a Specialty Referral Coordinator to join our growing team!

About Us:

Advanced Veterinary Care (AVC) is a leading 24/7 emergency and specialty animal hospital in Salt Lake City, dedicated to providing the gold standard in veterinary medicine. We pride ourselves on our collaborative, compassionate team and a culture that supports growth, learning, and excellence in patient care.

Position Overview:

The Specialty Referral Coordinator (SRC) plays a key role in ensuring seamless communication and coordination between clients, referring veterinarians, and the specialty departments within the hospital. This position requires excellent organization, attention to detail, client service skills, and the ability to manage high-volume administrative tasks across multiple departments including Internal Medicine, Oncology, Surgery and Cardiology.

Key Responsibilities:

Client Scheduling & Coordination

• Schedule first-time consults, rechecks, and procedures for specialty departments.

• Confirm appointments with clients and ensure coordination between doctor and technician schedules.

• Provide cost estimates for specialty consultations and diagnostics based on doctor recommendations.

• Act as the primary point of contact for specialty clients, answering questions and relaying messages or updates from doctors and staff.

• Explain diagnostic procedures to clients when appropriate.

Referral & Records Management

• Request and review medical records from referring veterinarians to ensure necessary information is received prior to appointments.

• Distribute referral forms and expectations documentation to clients and rDVMs.

• Manage communication with referring practices for Internal Medicine, Dermatology, Surgery and Cardiology referrals.

Administrative & Document Handling

• Manage and respond to communications.

• Fax, scan, and accurately attach paper and electronic records to patient files.

• Monitor and manage departmental specialty inboxes, including attaching lab results and organizing incoming communications.

• Process prescription refill requests.

Internal Systems & Reporting

• Create and maintain scheduling templates for specialty doctors and technicians.

• Track and report weekly statistics on appointment types by department.

• Support reception and general hospital operations when needed.

Qualifications:

• Prior experience in a veterinary setting or client service role strongly preferred.

• Strong organizational skills and attention to detail.

• Ability to multitask in a fast-paced environment.

• Proficiency with veterinary software systems (experience with EzyVet is a plus).

• Excellent written and verbal communication skills.

• Friendly, professional demeanor with a customer-service mindset.

Work Environment:

This position operates in a clinical veterinary setting and may involve occasional local travel for outreach events. Role requires frequent interaction with clients, referring veterinarians, and clinical staff.

We offer an industry leading benefits package including health, dental, vision, 401K, paid parental leave, pet benefits and more!

At Thrive Pet Healthcare, we celebrate and embrace the uniqueness and diversity of all of our team members, pet parents, and pets. We strive to create a diverse, equitable, and inclusive culture where all team members belong and feel empowered.