Veterinary Workflow Coordinator

Emergency Veterinary Care Centers (EVCC); Mishawaka (IN); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

401(k) match

Health benefits

Flexible schedules

Paid time off

CE allowance

Mentorship

EVCC swag

Job summary

EVCC Mishawaka is seeking a Workflow Coordinator to keep patient flow moving from check-in through discharge, coordinating room availability, staff assignments, and progress updates. You’ll balance daily priorities, communicate clearly with doctors, technicians, CSRs, and clients, and help ensure every detail is captured in VetRadar and related systems.

Our hospital emphasizes teamwork, compassion, and resilience in a fast-paced emergency setting, with a focus on keeping both pets and people

Qualifications

• Must have 2+ years of veterinary hospital experience.
• Strong communication and organizational skills.
• Ability to prioritize tasks and adapt quickly.
• Team-first mindset; calm under pressure.
• Familiarity with veterinary hospital workflows is a plus (EzyVet, VetRadar).

Responsibilities

• Coordinate patient flow from check-in to discharge with room and staff assignments.
• Monitor priorities and adjust tasks to keep the team moving.
• Communicate with doctors, technicians, CSRs, and clients to provide updates.
• Support ICU and outpatient teams to ensure smooth care.
• Document discharges, treatments, and charges accurately in the system.

Skills

Team coordination

Communication

Organization

Prioritization

Calm under pressure

Tools

EzyVet

VetRadar

Job description

Keep the Team Moving. Make Every Patient Matter.

At Emergency Veterinary Care Centers (EVCC) - Mishawaka, we show up for pets and the people who love them, especially when they need us most.

Behind every great patient experience is a team that communicates, works together, and looks out for one another. As our Workflow Coordinator, you'll be the person helping bring all those moving pieces together.

If you're organized, quick on your feet, love a good game plan, and can keep your cool when things get busy, this could be your place.

Who We Are

EVCC was created by veterinarians, for veterinarians — and for the communities they serve. Founded by 36 local general practice veterinarians, many of whom are still actively involved today, we were built to support the veterinary community, not compete with it.

Our Mishawaka hospital is our fourth location, and we're proud to bring trusted, emergency-only veterinary care to the region.

But what truly defines EVCC isn't just what we do — it's how we do it.

WE

• Lead with compassion


• Respect and elevate our technicians


• Support each other without ego


• Communicate openly and professionally


• Recognize that emergency medicine is demanding and take care of our team because of it

What Life Is Like at EVCC

Emergency medicine is fast-paced, emotional, and sometimes unpredictable. Priorities can change in seconds, a critical patient can arrive unexpectedly, and the team may need to adjust the plan on the fly.

That's where teamwork makes all the difference.

At EVCC, we believe great patient care starts with a team that feels supported, informed, and ready to work together. We value people who step up, speak up, and help each other through the busy moments.

You'll work closely with doctors, veterinary technicians, assistants, the ICU team, and Client Service Representatives to keep patient care moving while making sure clients feel informed and supported.

You won't be expected to do everything yourself. You'll be trusted to think ahead, communicate clearly, and help the team focus on what matters most.

Your Role as a Workflow Coordinator

As a Workflow Coordinator, you'll be the communication hub that helps keep our hospital running smoothly. You'll oversee patient flow from check-in to discharge, coordinate team assignments, track progress, and help make sure important details don't fall through the cracks.

You'll balance what's happening right now with what's coming next — whether that's getting a patient into a room, coordinating diagnostics, helping the ICU team, preparing for a procedure, or making sure a client receives an update.

Some days will follow the plan. Others won't. Being flexible, staying organized, and knowing how to bring people together are what make this role so important.

Your job isn't just to keep things moving. It's to help create a better experience for our patients, our clients, and the people working beside you.

What You'll Do

Keep Everyone on the Same Page

• Coordinate patient flow from check-in through discharge, keeping an eye on room availability, team assignments, and current priorities.


• Round with the incoming Workflow Coordinator to review patient status, outstanding tasks, and anything that needs attention.


• Communicate with doctors, technicians, assistants, CSRs, and ICU team members to keep everyone informed.


• Monitor EzyVet and VetRadar to track arrivals, patient progress, room assignments, and workflow updates.


• Help the team adjust when priorities change, unexpected cases arrive, or additional support is needed.


• Keep an eye on clinic needs, including room cleaning, laundry, surgical packs, and other daily responsibilities.

Help Outpatient Visits Run Smoothly

• Coordinate incoming patients and make sure triage, histories, vitals, and room assignments are documented.


• Assign doctors and team members based on patient needs and team availability.


• Keep track of exams, estimates, approvals, declined services, diagnostics, and treatment plans.


• Coordinate team members to complete diagnostics and treatments without overwhelming the team or creating unnecessary delays.


• Follow up on lab work, PCV/TS results, urine testing, radiographs, and other diagnostic steps.


• Communicate with doctors when results are ready or when a treatment plan needs to change.


• Help ensure completed treatments and diagnostics are documented accurately in VetRadar.

Keep Discharges and Details on Track

• Follow up with doctors on discharge instructions, prescriptions, and take-home medications.


• Coordinate with the CSR team when patients are ready for checkout or discharge discussions.


• Help ensure invoices accurately reflect the doctor, diagnostics, treatments, and laboratory submissions.


• Track required workflow steps, invoice approvals, and discharge tasks.


• Confirm that bandages have been removed before patients leave the treatment area and document the check.


• Help coordinate smooth patient handoffs when an outpatient needs to be hospitalized.

Be a Resource for the ICU Team

• Check in with ICU team members and help coordinate additional support when needed.


• Assist with ICU discharges by confirming readiness, medication preparation, discharge paperwork, and medication timing.


• Help review charges and support the removal of IV catheters and bandages when appropriate.


• Keep communication flowing between the ICU, outpatient team, and doctors.

Help Get Procedures Ready to Go

• Coordinate with doctors and team members to plan sedated procedures and surgery.


• Help identify who will assist with sedation or anesthesia and when the procedure should take place.


• Make sure the appropriate people, equipment, and treatment areas are ready.


• Help the team anticipate what's needed so procedures can move forward safely and efficiently.

Lead With Communication and Kindness

• Keep clients informed when wait times change or unexpected situations affect their visit.


• Help the team set reminders for client updates so no one feels forgotten in the lobby or exam room.


• Communicate changes in priorities and help teammates understand what needs attention first.


• Check in with team members before assigning tasks so you understand what they're already managing.


• Encourage breaks and lunches when possible, and help teammates find coverage when the hospital allows.


• Make sure the Workflow Coordinator phone is covered whenever you need to step away.

The little things matter.

A quick update to an anxious pet parent, a check-in with a busy technician, or a reminder that helps prevent something from being missed can make a real difference.

Who Thrives Here

We're looking for someone who enjoys being the go-to person, can see the bigger picture, and knows how to keep a team connected when things get busy.

What You'll Bring

• MUST HAVE +2 years of veterinary experience in hospital (plus if you have worked emergency but not required)


• Strong communication and organizational skills.


• The ability to prioritize tasks and adjust quickly when plans change.


• A team-first mindset and a genuine respect for your coworkers.


• Confidence coordinating multiple moving pieces in a fast-paced environment.


• Attention to detail when tracking patient care, documentation, and charges.


• The ability to stay calm, think critically, and problem-solve under pressure.


• Comfort communicating with doctors, technicians, assistants, CSRs, and clients.


• A proactive approach to following up and making sure important tasks are completed.


• Familiarity with veterinary hospital workflows and systems such as EzyVet and VetRadar is a plus.

Most importantly, you'll understand that leadership isn't about telling people what to do. It's about listening, communicating, recognizing priorities, and helping your teammates succeed.

How We Invest in You

We believe people do their best work when they feel valued, supported, and encouraged to grow.

WE OFFER

• Competitive compensation based on experience, including a 401(k) match.


• Comprehensive health and wellness benefits starting on day one.


• Flexible work schedules to support your life outside of work.


• Paid Time Off (PTO) because taking care of yourself matters, too.


• A generous employee referral program so our awesome people can bring in more awesome people.


• A continuing education (CE) allowance to support learning and keep growing our skills.


• Mentorship and real opportunities for professional development and career growth.


• The little (big) things, like comfy scrubs and cool EVCC swag.

If You're Looking For…

• Your voice matters and your work makes a difference.


• You can lead with kindness and still get things done.


• Your team has your back when the day gets hectic.


• Communication and collaboration are part of the culture.


• You're trusted to take initiative and supported as you grow.


• Every shift gives you the chance to make a meaningful impact.

We'd love to meet you.

If you're ready to help keep a great team connected while making a difference for pets and their people, we'd love to hear from you!

#IH