Animal Patient Records Coordinator

Spca Inc; Lakeland (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

SPCA Florida is seeking an Animal Patient Records Coordinator to support our medical team by maintaining accurate, complete medical records for the animals in our care. You will document treatments and procedures in ShelterLuv and ensure timely access to information for veterinarians and staff.

The ideal candidate has strong computer skills, attention to detail, and the ability to manage multiple tasks in a fast-paced animal welfare environment.

Qualifications

• High school diploma or equivalent.
• Strong computer skills and the ability to learn and navigate database software.
• Excellent attention to detail and a commitment to data accuracy.
• Organizational, time-management, and problem-solving skills.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks and competing priorities.
• Ability to work independently while contributing to a collaborative team environment.
• Flexibility and adaptability in a fast-paced environment.
• Experience in data entry, medical records, or administrative settings preferred.

Responsibilities

• Maintain accurate and up-to-date animal medical records in ShelterLuv.
• Enter, review, and verify animal health information, treatments, and medical procedures.
• Prepare and distribute daily ShelterLuv reports to identify animals needing medical attention or follow-up care.
• Coordinate and communicate with surgery, canine/feline, admissions, and adoption teams to ensure complete records.
• Identify missing or inconsistent information and follow up with team members to ensure accuracy.
• Maintain an organized workspace and manage daily responsibilities efficiently.
• Prioritize assignments, meet deadlines, and adapt to changing departmental needs.
• Follow OSHA guidelines and SPCA Florida safety procedures, including hazardous materials.
• Perform other duties as assigned by a lead or supervisor.

Skills

Data entry

Computer skills

Detail oriented

Communication

Time management

Education

High school diploma

Tools

ShelterLuv

Job description

Are you detail-oriented, organized, and passionate about helping animals? SPCA Florida is seeking an Animal Patient Records Coordinator to support our medical team by maintaining accurate, complete, and up-to-date medical records for the animals in our care.

In this important role, you will help ensure that medical information, treatments, and procedures are properly documented so our veterinary and animal care teams can provide timely, appropriate care. The ideal candidate is comfortable working with computer databases, managing multiple priorities, and communicating with different departments in a fast-paced animal welfare environment.

At SPCA Florida, accurate records are more than paperwork—they help us advocate for the health and well-being of every animal in our care.

Key Responsibilities

• Maintain accurate and up-to-date animal medical records in ShelterLuv.
• Enter, review, and verify animal health information, treatments, and medical procedures.
• Prepare and distribute daily ShelterLuv reports to help identify animals requiring medical attention or follow-up care.
• Coordinate and communicate with the surgery team, backyard cat program, canine team, feline team, admissions, and adoption center counselors to ensure medical information is complete and accessible.
• Identify missing or inconsistent information and follow up with the appropriate team members to support accurate recordkeeping.
• Maintain an organized workspace and manage daily responsibilities efficiently.
• Prioritize assignments, meet deadlines, and adapt to changing departmental needs.
• Follow applicable OSHA guidelines and SPCA Florida safety procedures, including those related to hazardous materials.
• Perform other duties as assigned by a lead or supervisor.

Qualifications

• High school diploma or equivalent.
• Strong computer skills and the ability to learn and navigate database software.
• Excellent attention to detail and a commitment to data accuracy.
• Strong organizational, time-management, and problem-solving skills.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks and competing priorities.
• Ability to work independently while contributing to a collaborative team environment.
• Flexibility and adaptability in a fast-paced, changing environment.
• Knowledge of animal breeds, behavior, and safe animal-handling practices is beneficial.
• Previous data entry, medical records, veterinary, animal shelter, or administrative experience is preferred.

What Makes You a Great Fit?

The ideal candidate takes pride in accurate work, understands the importance of complete medical documentation, and recognizes how reliable information supports animal care. You are dependable, proactive, organized, and comfortable communicating across multiple departments.

Most importantly, you understand that every record represents an animal whose health and well-being depend on our team's attention to detail.

Join Our Mission

SPCA Florida is dedicated to improving the lives of animals through adoption, veterinary care, education, and community support. As part of our team, you will play an important behind-the-scenes role in helping animals receive the care they need.

SPCA Florida is an equal opportunity employer.