Veterinary Surgery Case Coordinator (Doctor's Assistant)

VROC | Veterinary Regional Orthopedic Center; Austin (TX); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

Health Insurance

Dental Insurance

Vision Insurance

Hands on Training

Mon-Fri Schedule

Career Growth Opportunities

Job summary

Veterinary Regional Orthopedic Center (VROC) in Austin, TX invites applications for Surgery Case Coordinators. This client‑facing role bridges the gap between clinical service and client care while supporting surgeons and the treatment team throughout the surgical pathway.

Responsibilities include case management from referral to recheck, reviewing diagnostics, preparing estimates, and guiding clients with clear, compassionate communication.

Qualifications

• Minimum 2 years in veterinary clinical setting with hands-on patient care experience.
• Experience in specialty, surgical, or referral practice preferred.
• Credentialed technicians encouraged to apply.

Responsibilities

• Serve as a compassionate point of contact for clients before/after surgery and guide them through the process.
• Coordinate morning surgery drop-offs, ensure paperwork, and document steps in the EMR.
• Review discharge instructions and cover medications, care, and follow-up timelines.
• Field post-operative questions and escalate when surgeon input is needed.
• Schedule consults, emergencies, and rechecks with attention to urgency and client availability.

Skills

Veterinary experience

Client communication

Case coordination

Medical terminology

Team collaboration

Education

Licensed Veterinary Technician (LVT/CVT/RVT) preferred

Tools

EzyVet / EMR

Job description

Job Description

About Us

At the Veterinary Regional Orthopedic Center (VROC), we are redefining excellence in veterinary orthopedic surgery, rehabilitation, and spine care. Guided by our three core pillars of clinical excellence, educational growth, and forward-thinking research, we are a surgeon-owned and operated hospital committed to delivering cutting-edge treatments in a collaborative and supportive environment.

About the Role

Our Surgery Case Coordinators are an integral part of our surgical team. Through partnership with their assigned surgeon, they provide concierge level care to our clients and patients while bridging the gap between clinical service and client service roles. Each coordinator oversees and drives the patient’s case from the first referral through the final recheck. With clinical knowledge, an eye for detail, and a passion for service, they make every patient and client experience feel personal, attentive, and seamless, with true concierge-level support from consultation through recovery.

This is a clinical, client-facing role that lives in the space between our surgical and client service teams. Our coordinators work alongside the surgeon in the exam room rather than in the operating room, and they partner closely with our Client Service team, who manage the front desk, check-in, and payments. The coordinators focus on the patient’s case management itself: taking orthopedic histories, supporting exams, explaining diagnoses and surgical plans, preparing estimates and medical records, and guiding clients through surgery and recovery.

Who Is This Role For?

This role suits people who understand veterinary medicine and love the client side of it. It is a strong fit if you are:

• An experienced technician, ideally from a specialty, surgical, or referral practice, who loves the client side of medicine. You enjoy explaining a diagnosis, walking an owner through a surgical plan, and being the person clients trust and call. You want to put your clinical knowledge to work in the exam room rather than on the treatment floor or in the OR.
• A strong client service professional with a real clinical foundation who wants to go deeper into orthopedics. You have worked hands-on in a veterinary hospital as a technician, assistant, or in a hybrid front/back role. You know medical terminology and can safely handle and restrain patients. You are ready to learn orthopedic and spinal conditions, procedures, and recovery in depth.

Either way, you will thrive here if you can move easily between clinical detail and client care. That means reading a referral record and spotting what’s missing, then turning around and explaining a TPLO recovery plan to a worried owner in plain, reassuring language.

Benefits

• Paid Time Off (PTO)
• Health Insurance
• Dental Insurance
• Vision Insurance
• Hands on Training
• Mon-Fri Schedule
• Career Growth Opportunities

Responsibilities

Concierge-Level Client & Patient Coordination

• Serve as a compassionate and responsive point of contact for clients before and after surgery, guiding them with warmth and clarity through each stage of the surgical process.
• Coordinate morning surgery drop-offs. Confirm that bloodwork, consents, and estimates are complete, hand patients off to the surgical and treatment technicians, and document each step in Smartflow.
• Coordinate surgery admits and make sure all paperwork is reviewed, signed, and clearly explained to the client.
• Personally review discharge instructions at pick-up. Cover medications, incision and bandage care, activity restrictions, and recheck timelines, and answer follow-up questions so clients feel confident with at-home care.
• Field post-operative calls and questions from clients. Recognize concerns that need a surgeon’s attention, such as swelling, incision changes, or declining limb use, and elevate them promptly.
• Schedule new consults, emergency appointments, and rechecks (including suture removals and post-op radiograph rechecks) with attention to urgency and client availability.
• Email handouts and follow-up materials, reinforcing education and engagement.

Surgeon Support & Appointment Assistance

• Greet consult patients and take a thorough orthopedic or neurologic history before the surgeon enters, including onset and duration of lameness, prior treatments, current medications, and activity level. Summarize relevant findings for the surgeon.
• Assist the surgeon in consultations and rechecks by supporting orthopedic and neurologic exams with safe patient handling and restraint, gait observation, and video capture when needed.
• Review diagnostic findings and surgical recommendations with clients. Help them understand their pet’s condition (for example, cranial cruciate ligament disease, patellar luxation, fractures, or IVDD), the proposed procedure, and what recovery will look like.
• Act as a liaison between client and surgeon, stepping in to represent the care team when appropriate.
• Make surgical appointments and present estimates following consultations.
• Finalize charges, mark invoices “Ready for Check-out” for the Client Service team, and book the next recheck before the patient leaves.

Medical Records & Documentation

• Retrieve, review, and upload referral records and imaging into EzyVet. Identify missing records, radiographs, or bloodwork, and follow up with referring hospitals before the appointment.
• Document detailed patient histories and enter exam, treatment plan, operative, and discharge notes into system templates.
• Prepare next-day histories and discharge templates in advance, so each surgeon’s day starts organized.
• Maintain meticulous records to support medical accuracy and continuity of care.

Referral & rDVM Relationship Management

• Serve as a professional and reliable point of contact for referring veterinarians. Answer clinical and scheduling questions, coordinate referrals, and schedule appointments.
• Facilitate a smooth, informed handoff between the rDVM and the surgeon, so referring partners feel valued and well connected to the process.
• Keep referring veterinarians updated on consult findings, surgical outcomes, and recheck progress.
• Help strengthen ongoing relationships with the rDVM community through efficient updates, responsive communication, and a polished, concierge-level experience for their clients.

Estimates, Consents & Case Follow‑Through

• Generate, explain, and manage itemized and general surgical estimates in EzyVet.
• Obtain signed consents and estimates before surgery, and track what is still outstanding for upcoming cases.
• Support special case needs such as orthotic braces or 3D planning case management.
• Complete daily end‑of‑day follow‑through. Confirm that next‑day cases have consents, estimates, and histories in place, and finish all callbacks, emails, memos, and same‑day discharge paperwork.

Requirements

What We’re Looking For

Experience: Minimum 2 years in a veterinary clinical setting, with hands‑on patient care experience. Experience in a specialty, surgical, or referral practice is strongly preferred. Credentialed technicians (LVT/CVT/RVT) are encouraged to apply.

Clinical Foundation: Comfortable with medical terminology, safe patient handling and restraint, and reading medical records. Familiarity with orthopedic or neurologic conditions is a plus. We will train you in the details of our procedures and recovery protocols.

Communication: Clear, compassionate communicator who can translate clinical information into language clients understand, with a service‑minded attitude.

Technical Skills: Proficiency in EzyVet or a similar EMR; strong administrative and coordination skills.

Client Experience Mindset: Dedicated to hospitality and individualized service, delivering a concierge‑level experience to every client.

Team Collaboration: Works well within a team of surgeons, technicians, and client service staff.

Professionalism: Able to maintain strong rDVM relationships and serve as an ambassador for the hospital’s values.

Detail‑Oriented: Precise and efficient with recordkeeping, scheduling, and follow‑through.

Schedule & Availability

• Full‑time, week‑days only, 4x 10‑hour shifts.
• Hospital opening hours 7:00 AM to 6:00 PM
• No weekends. No on‑call.
• Occasional flexibility may be needed for early admits, discharges, or urgent appointments.