Department Coordinator

Upstate Veterinary Specialties; City of Albany (NY); On-site; USD 28,000 - 33,000; Full time

Benefits offered by this job

100% Paid Medical, Dental & Long-Term

401k with Company Match

Pet Insurance Stipend

Employee Discounts

Growth opportunities

Job summary

Upstate Veterinary Specialties is seeking a Cardiology Department Coordinator to join the Cardiology team in Albany. You will be the main contact for clients, referring veterinarians, and staff, ensuring clear communication, efficient scheduling, and a positive client experience.

Responsibilities include answering calls, maintaining medical records, coordinating appointment schedules, and supporting the department manager and cardiologists.

Qualifications

• High School Diploma or equivalent.
• Experience in veterinary hospital or human healthcare setting preferred.
• Excellent written and verbal communication skills.
• Strong computer knowledge and typing skills.

Responsibilities

• Answer incoming calls and voicemail messages promptly and professionally.
• Create and maintain department and doctor appointment schedules.
• Communicate regularly with doctors and support staff to adjust scheduling availability.
• Schedule new consultation appointments from incoming referrals.
• Obtain medical records and diagnostics needed for appointments and transfers.

Job description

We are seeking an enthusiastic, organized, and self-motivated Cardiology Department Coordinator to join our Cardiology team. The Cardiology Department Coordinator is an essential point of contact for pet owners, referring veterinarians, and the Cardiology department, helping ensure clear communication, efficient scheduling, and a positive client experience.

This role is responsible for supporting communication and coordination needs as requested by the Cardiologists, Cardiology Technicians, and Department Manager. The ideal candidate will have excellent written and verbal communication skills, strong attention to detail, and the ability to stay organized while managing multiple priorities in a fast-paced, collaborative environment. Candidates should have compassion for animals and their owners and prior experience in a veterinary hospital or human healthcare setting is preferred.

What You’ll Do:

• Answer incoming calls and voicemail messages promptly and professionally
• Collect and confirm accurate client and patient information to establish and maintain medical records
• Create and maintain department and doctor appointment schedules
• Communicate regularly with doctors and support staff to adjust scheduling availability
• Schedule new consultation appointments from incoming referrals
• Obtain medical records and diagnostics needed for appointments and transfers
• Confirm appointments and send welcome emails and client questionnaires
• Provide new clients with fasting instructions and appointment expectations
• Follow up with clients who have missed appointments or need to reschedule
• Assist with scheduling follow-up appointments
• Follow department protocols for canceled appointments and communicate applicable policies to clients
• Provide Check-In Sheets to the CRS Intake Specialist for the Cardiology department
• Organize and distribute department messages using the Comm Log and Instinct Task List
• Respond to coordinator-designated messages in a timely manner and accurately document client communications
• Review department emails and distribute requests through the Instinct Task List
• Facilitate online diet and medication prescription requests
• Scan and link medical records and other documentation as needed
• Collaborate with the Finance team to follow up on open invoices and collect payments
• Collect payment for additional patient testing and telephone consultations
• Review and set up payment options with clients as needed
• Provide clients with basic pricing information and estimates
• Work with doctors and the department's key technician to accommodate urgent appointments
• Maintain a cancellation list and assist the department with triaging patient records
• Facilitate euthanasia paperwork and payment for Cardiology clients with compassion and professionalism
• Send client correspondence, including thank-you notes and condolence cards, as needed
• Attend and actively participate in department and coordinator meetings
• Support the Client Relations Specialist team with client service needs as needed
• Participate in special projects, reports, and other departmental tasks as requested
• Complete additional responsibilities assigned by the Chief of Service or Management
• High School Diploma or equivalent
• Prior experience within a veterinary hospital or human healthcare environment preferred
• Excellent written and verbal communication skills
• Demonstrated ability to provide exceptional client service both in person and over the phone
• Strong computer knowledge and typing skills
• Experience with electronic medical record software preferred; familiarity with Instinct is a plus

Skills & Qualities

• Ability to work effectively in a fast-paced, collaborative, and team-oriented environment
• Strong organizational and time-management skills with personal accountability
• Exceptional attention to detail and accuracy
• Ability to learn, understand, and accurately use common veterinary medical terminology
• Comfortable following hospital protocols related to financial discussions and payment collection
• Compassion for animals and their owners
• Professional presentation and communication with clients and the referral community
• Positive attitude and ability to contribute to a supportive work environment
• Commitment to promoting UVS Core Values: Dedication, Compassion, and Knowledge

Schedule:

• Monday–Friday: 7:30AM-4:00pm.

Pay Range:

• $20.00–$24.00 per hour

This position works within a veterinary hospital environment and may be exposed to unpleasant animal odors, noises, and bodily fluids.

What We Offer:

We care for our team just as much as we care for our patients.

• 100% Paid Medical, Dental & Long-Term Disability Insurance
• 401k with Company Match
• Pet Insurance Stipend
• Employee Discounts
• Employee Appreciation Events
• Opportunities for growth and advancement

Ready to Make a Difference?

If you’re looking for a meaningful, fast-paced career where communication, organization, compassion, and teamwork come first, UVS is the place for you.

Learn more about us at www.uvsonline.com