Veterinary Surgery & Referral Coordinator

Hospital for Veterinary Surgery - CT; Greenwich (CT); On-site; USD 47,000 - 52,000; Full time

Benefits offered by this job

FSA/HSA

PTO up to 120 hours per year

401(k) with company match

Elective benefits through MetLife

Discounted pet insurance

Job summary

Hospital for Veterinary Surgery in Greenwich is seeking an experienced administrative professional to manage referral communications, schedule coordination, and post-surgical follow-up. You will partner with veterinarians, technicians, and client care colleagues to ensure timely record delivery, accurate case placement, and clear information flow.

You will review daily surgeon schedules, track results, and maintain organized records while escalating issues to the surgeon or Practice Manager as

Qualifications

• Significant veterinary hospital experience is required.
• Veterinary technician experience is strongly preferred.
• Experience in veterinary surgery, specialty, emergency, or referral medicine is strongly preferred.
• Strong understanding of veterinary medical terminology, diagnostics, surgical procedures, medical records, and patient workflows.
• Ability to review medical records and identify missing information or concerns with how a case is scheduled.
• Familiarity with biopsy samples, laboratory submissions, diagnostic results, and surgical follow-up processes.
• Strong written and verbal communication skills.
• Excellent organization, attention to detail, and follow-through.
• Ability to manage multiple open items and recognize when an issue should be escalated.
• Comfortable communicating with veterinarians, technicians, client care teams, laboratories, and pet owners.
• Experience using veterinary practice management software is preferred.
• Proficiency with email, shared documents, spreadsheets, and standard office technology.

Responsibilities

• Serve as a primary point of contact for referring veterinarians and their teams.
• Build and maintain strong relationships with current referring practices while supporting referral growth.
• Communicate with veterinarians, technicians, client service representatives, and other practice team members as needed.
• Ensure discharge summaries and records are sent within 24 hours of discharge.
• Coordinate communication between referring veterinarians and surgeons as needed.
• Follow up with referring practices to confirm receipt of information and resolve issues.
• Identify opportunities to improve the referring veterinarian experience and share recommendations with the Practice Manager.
• Review the surgeon’s schedule daily for accuracy and efficiency.
• Confirm consultations, procedures, surgeries, and rechecks are scheduled correctly.
• Review medical records to determine case suitability for the surgeon.
• Verify details in the practice management system.
• Consider case complexity, staffing needs, and hospital capacity in scheduling.
• Identify conflicts or missing information and raise them with the surgeon/Manager.
• Coordinate with client care coordinators for clarification or rescheduling.
• Maintain scheduling notes and communicate changes to the team.
• Participate in daily huddles and rounds.
• Support daily administrative and patient follow-up needs with the surgeon.
• Maintain an organized list of outstanding items for surgical patients.
• Track biopsy results, lab reports, imaging, and records through completion.
• Notify surgeon when results are available and collect follow-up steps.
• Work with client care coordinators to confirm records and referrals are received before appointments.
• Maintain accurate patient and referral data in the system.
• Monitor referral-related inquiries and route to appropriate team.

Skills

veterinary hospital experience

veterinary technician experience

surgery/referral medicine

communication skills

organization/detail orientation

multitasking/escalation

team collaboration

vet practice software

Tools

practice management software

Job description

Hospital for Veterinary Surgery in Greenwich is seeking an experienced administrative professional to manage referral communications, schedule coordination, and post-surgical follow-up. You will partner with veterinarians, technicians, and client care colleagues to ensure timely record delivery, accurate case placement, and clear information flow.

You will review daily surgeon schedules, track results, and maintain organized records while escalating issues to the surgeon or Practice Manager as