Veterinary Cardiology Coordinator & Client Experience Lead

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

Benefits offered by this job

Medical insurance (100% for employee)

Dental insurance

Long-term disability insurance

401k with Company Match

Paid Time Off

Bereavement Leave

Pet Insurance Stipend

Employee Discounts

Growth opportunities

Job summary

Upstate Veterinary Specialties is seeking a Cardiology Department Coordinator in Latham, NY to support communication and coordination for the Cardiology team. You will help manage appointments, patient records, and client inquiries with compassion for animals and their owners.

The role focuses on scheduling, data accuracy, and collaboration with cardiologists, technicians, and the department manager to ensure a smooth workflow and excellent client service in a fast-paced veterinary environment.

Qualifications

• High School Diploma or equivalent.
• Prior experience in veterinary/human healthcare preferred.
• Excellent written and verbal communication skills.
• Demonstrated ability to provide exceptional client service 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.

Responsibilities

• 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

Skills

Communication skills

Organizational skills

Attention to detail

Compassion for animals

Education

High School Diploma or equivalent

Tools

Instinct EMR

Electronic Medical Record software

Job description

Upstate Veterinary Specialties is seeking a Cardiology Department Coordinator in Latham, NY to support communication and coordination for the Cardiology team. You will help manage appointments, patient records, and client inquiries with compassion for animals and their owners.

The role focuses on scheduling, data accuracy, and collaboration with cardiologists, technicians, and the department manager to ensure a smooth workflow and excellent client service in a fast-paced veterinary environment.