Shelter Medicine Clinical Assistant

SAN FRANCISCO SPCA•San Francisco, CA

7d•$28 - $33

About The Position

The Shelter Medicine Clinical Assistant works alongside Shelter Medicine doctors, practitioners, and foster coordinators to ensure that medical records for shelter patients are accurately interpreted and entered into the appropriate data management system. The role organizes hard-copy records and enters data into the digital filing system, applying a basic understanding of veterinary terminology and medical protocols. The assistant also collaborates with the Foster Department to manage medical cases in foster homes. The position supports clinical documentation and patient care, surgery scheduling and records, prescription management, and coordination with foster parents, adopters, partner shelters, and internal departments. It also contributes to humane animal handling, positive animal welfare, and customer service while supporting the organization’s mission, services, programs, and events.

Requirements

At least one year of experience working in a veterinary clinic.
At least one year of experience working in an administrative role.
Commitment to the mission, vision, values, and success of the SF SPCA.
Strong planning, critical-thinking, and problem-solving skills.
Ability to make decisions and explain the rationale behind actions taken.
Ability to embrace and foster change and recognize the value of experimentation.
Effective verbal and written communication skills.
Proficiency in taking detailed and accurate medical notes.
Ability to acquire knowledge and learn new skills, with a commitment to lifelong learning.
Self-motivation and ability to initiate and complete tasks independently or as part of a team.
Strong organizational skills and attention to detail.
Ability to multitask and manage time effectively in a fast-paced environment.
Computer proficiency, including shelter and practice management software applications and Microsoft Office, and comfort working in a paperless environment.
Knowledge of normal cat and dog behavior.
Knowledge of low-stress handling and restraint techniques.
Knowledge of commonly used veterinary terminology and abbreviations.
Comfort with calculations involving arithmetic, algebra, and percentages.
Exceptional interpersonal and communication skills, including diplomacy and professionalism in stakeholder interactions.
Compassionate and empathetic approach to animal care and client interactions.

Responsibilities

Read and review patient records from source shelters.
Prepare intake paperwork so animals receive appropriate vaccines, dewormers, and flea preventatives under Shelter Medicine Preventative Care Protocols.
Enter patient data, vaccines, treatments, and follow-up care into the appropriate medical record system.
Create medical records for surgery patients from partner shelters.
Invoice partner shelters for surgeries performed by the Shelter Medicine Department.
Prepare and maintain surgical records for animals scheduled for routine spay/neuter, dental work, and special procedures.
Scan and attach medical records to each patient’s digital medical file.
Schedule post-operative medications, treatments, and rechecks.
Scribe and document examination notes in patient records as needed for doctors and practitioners.
Assist the team with daily surgery scheduling.
Assist veterinarians and practitioners during medical foster appointments by safely restraining animals, scribing notes, and performing prescribed treatments, including oral medication administration and subcutaneous injections.
Coordinate with foster parents, adopters, and cross-functional departments to schedule medical examinations and surgeries in a timely, organized manner.
Write and fill prescriptions accurately and in compliance with veterinary guidelines.
Communicate prescription instructions and clarifications to adopters and foster parents as needed.
Maintain detailed records of prescriptions filled and dispensed.
Comply with laws regarding controlled substances, record keeping, and drug logs.
Coordinate communication between departments and other stakeholders.
Model and encourage humane animal treatment, positive welfare, and the minimization of fear, anxiety, stress, and pain.
Provide quality customer service to adopters, volunteers, and staff while promoting the organization’s mission, services, programs, and events.
Promote donation and giving opportunities as appropriate.
Support the setting and implementation of standards with the Source-to-Home team regarding shelter animal care and adoptions best practices.
Perform other duties as assigned.