Cardiology Department Coordinator

Job Details: Job Location: Upstate Veterinary Specialties - Latham, NY, Salary Range: $20.00 - $24.00Hourly, Job Shift: Day, We are seeking an enthusiastic, organized, and self-motivated Cardiology Department Coordinator to join our Cardiology team. The Cardiology Department Coordinator is an essential point of contact for pet owners, referring veterinarians, and the Cardiology department, helping ensure clear communication, efficient scheduling, and a positive client experience.

This role is responsible for supporting communication and coordination needs as requested by the Cardiologists, Cardiology Technicians, and Department Manager. The ideal candidate will have excellent written and verbal communication skills, strong attention to detail, and the ability to stay organized while managing multiple priorities in a fast-paced, collaborative environment. Candidates should have compassion for animals and their owners and prior experience in a veterinary hospital or human healthcare setting is preferred.

What You’ll Do:

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

Background & Experience

High School Diploma or equivalent
Prior experience within a veterinary hospital or human healthcare environment preferred
Excellent written and verbal communication skills
Demonstrated ability to provide exceptional client service both 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

Skills & Qualities

Ability to work effectively in a fast-paced, collaborative, and team-oriented environment
Strong organizational and time-management skills with personal accountability
Exceptional attention to detail and accuracy
Ability to learn, understand, and accurately use common veterinary medical terminology
Comfortable following hospital protocols related to financial discussions and payment collection
Compassion for animals and their owners
Professional presentation and communication with clients and the referral community
Positive attitude and ability to contribute to a supportive work environment
Commitment to promoting UVS Core Values: Dedication, Compassion, and Knowledge

Schedule:

Monday–Friday: 7:30AM-4:00pm.

Pay Range:

$20.00–$24.00 per hour

Working Environment:

This position works within a veterinary hospital environment and may be exposed to unpleasant animal odors, noises, and bodily fluids.

What We Offer:

We care for our team just as much as we care for our patients.

100% Paid Medical, Dental & Long-Term Disability Insurance
401k with Company Match
Generous PTO, Floating Holidays & Bereavement Leave
Pet Insurance Stipend
Employee Discounts 
Employee Appreciation Events
Opportunities for growth and advancement

Ready to Make a Difference?

If you’re looking for a meaningful, fast-paced career where communication, organization, compassion, and teamwork come first, UVS is the place for you.

Apply today and become an important part of our Cardiology team—helping deliver exceptional care and support to pets, their owners, and our referral community.

Learn more about us at www.uvsonline.com

 
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