Administrative Support Specialist

1 week ago

Los Angeles, California, United States VCA Animal Hospitals Full time

Job Description:
Veterinary Administrative Assistant - Cardiology

Department:
Cardiology Department

Reports to:
Office Manager

Job Summary:
Providing assistance and support within the Cardiology department.

Understanding the nuances of medical care tailored to patient requirements, offering patient updates, liaising with veterinarians, facilitating the transfer of medical records to referring practitioners, managing all communications and phone inquiries as directed, and supporting the operational needs of the hospital.


Knowledge, Skills and Abilities:
Ability to work autonomously in a dynamic environment.
Excellent communication skills with all team members and clients.
Willingness to learn and seek clarification when needed.
Friendly, approachable, and positive demeanor.
Professional and respectful attitude at all times.
Proficient in telephone and computer skills to ensure accuracy in medical records using the preferred software system.
Ability to foster strong professional relationships with clients, referring veterinarians, and team members.
Solution-oriented, critical thinker who maintains composure in challenging situations.
Strong multitasking abilities.
Effective prioritization skills and attention to detail.
Collaborative approach to work with other departments to enhance hospital operations.

Experience:
Commitment to evolving veterinary practices and technology.
Previous experience in a veterinary clinic or medical office is preferred but not mandatory.
Familiarity with medical terminology and veterinary practices.
Experience with veterinary software is advantageous.

Duties:
The following are essential responsibilities of the role. This list may be updated as necessary and may include additional duties not specified here.

Key Responsibilities Include:
Familiarity with patients in the department at the start of each shift.
Staying informed about departmental updates and availability.
Proficiency in commonly used software.

Examples:
(Woofware, Smartflow, Census, etc.)
Understanding of external laboratory testing versus in-house diagnostics.
Assisting clients with scheduling consultations as requested by the veterinarian.
Facilitating prescription refills through written or verbal requests.
Managing email correspondence and delivering lab results/medical records to the appropriate veterinarians and patient files.
Supporting veterinarians with communication tasks and relaying results to clients as instructed.
Gaining familiarity with procedures and estimates to better assist clients with treatment plans.
Creating and reviewing itemized estimates and presenting them to clients.
Inputting referring hospitals and primary veterinarians into the system.
Accurately documenting all correspondence in medical records.
Following the directions of veterinarians as appropriate.
Acting as the communication liaison between front staff, technicians, and veterinarians.
Updating clients on patient status as requested by the veterinarian.
Reporting infectious diseases to the relevant health authorities.
Handling incoming calls from veterinarians and transferring as necessary.

Relationship Building and Teamwork:
Upholding and exemplifying the principles of VCA's Mission Statement and Standards of Client Service.
Building rapport and maintaining exceptional relationships with clients and their pets.
Demonstrating patience and willingness when addressing client inquiries regarding their pet's care.

Supporting the call distribution center and other patient care coordinators to ensure timely processing of client requests.

Communicating effectively with colleagues in a respectful manner at all times.

Housekeeping/Maintenance:
Maintaining a clean work environment and assisting with cleaning tasks as needed.
Adhering to personal appearance standards as per hospital policy (scrubs and closed-toe shoes required).
Reporting any unsafe conditions to management.

Reliability/Flexibility:
Maintaining knowledge of other roles within the department, as management may request support in different areas.
Understanding the dynamics of working in an emergency service department.

Being flexible to meet departmental needs, including availability adjustments based on hospital requirements.

Why Join VCA Animal Hospitals?

We are dedicated to supporting our Associates and committed to your ongoing education and career growth.

VCA Animal Hospitals is part of a larger community of professionals who encourage exploration of all that a veterinary career has to offer.

We are committed to equity, inclusion, and diversity, striving to create an environment where a talented mix of individuals can thrive.

Additionally, we promote a workplace focused on your career, well-being, and the patients you serve.


For Hourly Associates:


VCA Animal Hospitals provides a competitive compensation and benefits package, including medical, dental, and vision insurance, a 401(k) retirement plan, pet care discounts, paid vacation, holidays, and sick days, as well as health and wellness programs offering resources and training.

Compensation is negotiable based on education, experience, and other relevant qualifications. The pay range for this position is competitive.
Below are some additional benefits of joining our team:
Access to extensive resources within a large veterinary community.
Leadership development opportunities.
Career advancement programs.
Opportunities to contribute through strong shelter partnerships and VCA Charities.
Tuition support and sponsorships.
Free mental health and wellness subscriptions.
Competitive wages.
Medical, dental, and vision insurance.
Generous pet care discounts.
Life and disability insurance.
Paid parental leave.
Paid vacation and sick time.
401(k) plan.
If you are a current associate, please apply through our internal career site.

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.

We are proud to be an Equal Opportunity Employer - Veterans / Disabled.

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