Referral Liaison

Vicar Operating, Inc. dba VCA; United States; On-site; USD 25,000 - 29,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Employee pet discount

Health insurance

Paid time off

Penn Foster Program Discounts

VetGirl Subscription Discount

Fear Free Certification

Job summary

VCA Animal Hospitals is seeking a Referral Liaison to support daily tasks and communications with referral clients for specialty services. The role focuses on delivering excellent client service and coordinating with pDVMs to streamline referrals and records.

Requirements include a High School Diploma (College preferred) and strong communication skills. The position involves front-office support, record management, and multitasking in a veterinary hospital environment.

Qualifications

• High School Diploma required. College or college-equivalent education is preferred.
• Veterinary hospital experience recommended.
• Excellent communications skills, both written and oral.

Responsibilities

• Assist with referrals and obtain medical records from pDVM and hospital departments.
• Maintain client and pDVM communications regarding the referral process.
• Answer telephone promptly and maintain proper telephone etiquette and records.
• Support Front Office staff to ensure client requests are handled promptly.
• Distribute and explain appointment documents and hospital materials.

Skills

Excellent communication

Telephone etiquette

People oriented

Multitasking

Office software

Education

High School Diploma

College preferred

Job description

Under policy direction from the Liaison Manager and with support of Hospital Director, the Referral Liaison is responsible to assist with executing daily tasks and communications with referral clients for the specialty services within the hospital. The Referral Liaison is to provide and maintain excellent client and pDVM (Primary Veterinarian) service at all times. 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.

Referral Liaison Duties and Responsibilities

• Client Relations
  • Expertly practices the principles of the VCA Mission Statement, VCA standards of quality medical care and Client Experience Service concepts in daily job duties.
  • Demonstrate excellent relations with clients/pets:
  • Assist with pDVM/client communication re: the referral process
  • Help obtain records from primary care hospital(s)
  • Build rapport with clients and pets.
  • Exceed the client’s expectations of service.
  • Ensure that clients and pets feel welcome and comfortable.
  • Serve as “Ambassadors”-creating and maintaining goodwill for the hospital.
  • Support Front Office staff by ensuring client requests are handled in a timely manner.
  • Handle client complaints with concern and diplomacy.
  • Escalate complaints to management if they cannot be immediately resolved.
  • Effectively communicate and educate clients on general animal husbandry, home care as directed by the doctor and answer non-medical questions.
  • Distribute and explain new appointment documents and general hospital materials.
• pDVM (Primary Veterinarian) Relations
  • Facilitate pDVM referrals by obtaining medical records, ensuring the appropriate department is made aware (to schedule an appt), and other specific requests
  • Answer pDVM questions and assist with service issues to ensure positive outcomes.
  • Work with Marketing & Experience Coordinator to monitor pDVM referral letter transmissions, ensure they are completed within 24 hours of exam or patient discharges.
  • Provide pDVM service concerns and feedback to Referral Manager and Hospital Management for follow-up.
• Telephones
  • Answers telephone promptly and according to hospital policy.
  • Understand and use excellent telephone etiquette.
  • Maintain Computer Records
• Record Keeping
  • Keep computer records updated with current client and patient information
  • Ensure medical records from pDVM arrive before the appointment and are uploaded to the patient’s record.
  • When needed, prepare charts for patients prior to ER visit/appointment including all necessary forms, authorizations and instructions as necessary.
  • Send client cards, emails, faxes and communication as directed by management team.

Knowledge, Skills and Abilities Previous experience or training/education working in a veterinary or medical facility. (preferred) Must be friendly, outgoing, “people oriented”. Excellent communications skills, both written and oral. Telephone and computer skills. Must be able to prioritize multiple tasks at once, demonstrate exceptional organizational skills, attention to detail and deal with high levels of stress in an environment of changing priorities. Must be able to interact with all levels of staffing in a professional manner.

Education and Experience High School Diploma required. College or college-equivalent education is preferred. Veterinary hospital experience recommended.

Physical Requirements

• Dependable attendance is required.
• Any allergies to animals must be controlled through medication
• This position requires the ability to sit, walk, squat, bend, stand, reach, lift and type constantly during a minimum of 8 hours a day.
• Visual acuity sufficient to maintain accurate records, recognize people and understand written directions.
• Ability to speak and hear sufficiently to understand, give information in person and over the telephone.
• Fine motor skills adequate for utilizing office equipment, computers, etc.
• Adhere to appropriate dress code to include proper scrubs and nametag.

Pay commensurate with experience in the range of $18-$21 per hour.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee pet discount
• Access to the exceptional care of our veterinarians and specialists
• Health insurance
• Paid time off
• Penn Foster Program Discounts
• VetGirl Subscription Discount
• Fear Free Certification
• Sponsorship Schedule: 6, 8 or 10 hour shifts available
• Some holidays required
• Some weekend hours required
• Night shifts available

What Makes Us Different

We’re more than just a veterinary hospital — we’re a community that truly cares. We’re passionate about supporting the well‑being of both pets and the people who love them. We’re also committed to environmental sustainability. Our dedicated Green Team leads initiatives to reduce our environmental footprint and promote eco‑conscious practices throughout the hospital. And because we believe a positive, connected workplace helps us provide the best care, we have a Fun Committee that organizes team‑building events, celebrations, and activities to keep our culture vibrant and supportive. We’re always looking for new ideas and fresh perspectives to help us grow — whether it's improving life for our team, our clients, or the planet. Everyone's voice matters here. Come meet us and experience the joy of not only working with the pets in our care, but also gaining experience at a state of the art veterinary practice!

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.

A leader in veterinary care, VCA Animal Hospitals is committed to taking care of the future of veterinary medicine. We are a family of hometown animal hospitals determined to positively impact pets, people and our communities. From primary care to emergency, urgent and specialty care, VCA delivers world‑class medicine and hometown care to more than four million pets each year. We invest in cutting‑edge tools, training and technology that enable Associates across our national network of hospitals to lead the industry today and into tomorrow. Among our talented 35,000 Associates are nearly 7,000 veterinarians – including 500 who are board‑certified specialists – nearly 4,000 credentialed technicians and over 10,000 veterinary assistants – all dedicated to giving pets the very best in medical care. The future of veterinary medicine is in our hands. Join us.