Surgery and Referral Coordinator

Hospital for Veterinary Surgery - CT•Greenwich, CT

9h•$34 - $38•Onsite

About The Position

The Hospital for Veterinary Surgery is a new, purpose-built surgical center in Greenwich’s West End, offering cutting-edge surgical and critical care services. This is their second location, built with the same focus on exceptional patient outcomes, supportive team culture, and forward-thinking medicine. The Surgery and Referral Coordinator is a fully administrative role requiring significant veterinary experience, strong judgment, excellent communication, and close attention to detail. This role is responsible for maintaining strong relationships with referring veterinary practices and ensuring the surgeon’s schedule is accurate, efficient, and well-organized. Initially, this person will support one surgeon, with the potential to support more as the practice grows. They will act as a consistent point of contact for referring veterinarians, review the daily schedule, confirm case appropriateness, track outstanding patient items, and ensure prompt sharing of records and updates.

Requirements

Significant veterinary hospital experience is required.
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.
Proficiency with email, shared documents, spreadsheets, and standard office technology.

Nice To Haves

Veterinary technician experience is strongly preferred.
Experience in veterinary surgery, specialty, emergency, or referral medicine is strongly preferred.
Experience using veterinary practice management software is preferred.

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 other relevant records are sent to the referring practice within 24 hours of discharge.
Confirm records and updates are sent to the correct veterinarian and practice.
Coordinate communication between the referring veterinarian and surgeon when needed.
Respond to nonmedical questions and direct medical questions to the surgeon or appropriate clinical team member.
Follow up with referring practices to confirm they received the information they need and help resolve communication issues.
Identify opportunities to improve the referring veterinarian experience and share recommendations with the Practice Manager.
Review the surgeon’s schedule each day for accuracy, efficiency, and appropriate case placement.
Confirm consultations, procedures, surgeries, and rechecks are scheduled correctly.
Review available medical records to determine whether the case appears appropriate for the surgeon.
Verify procedure details, timing, and relevant case information are accurately entered in the practice management system.
Consider case complexity, expected procedure length, staffing, equipment, hospitalization needs, and hospital capacity when reviewing the schedule.
Identify conflicts, unrealistic timing, missing information, or other concerns and bring them to the surgeon or Practice Manager.
Work closely with the client care coordinator team when appointments need to be clarified, moved, or rescheduled.
Maintain clear scheduling notes and communicate changes to the surgeon, technicians, client care coordinators, and other appropriate team members.
Participate in daily huddles, rounds, and schedule reviews.
Take on greater responsibility for schedule adjustments over time as knowledge, judgment, and trust develop.
Work closely with the surgeon to support daily administrative and patient follow-up needs.
Maintain an organized list of outstanding items for surgical patients.
Track biopsy results, cultures, laboratory results, imaging reports, medical records, callbacks, and recheck recommendations through completion.
Confirm samples have been sent by the appropriate technician and follow up when results are delayed or missing.
Organize incoming results and records for the surgeon’s review.
Notify the surgeon when results or requested information are available.
Confirm follow-up steps occur after the surgeon reviews the information and provides direction.
Prepare relevant records and information for upcoming consultations, procedures, rechecks, and veterinarian calls.
Bring urgent or time-sensitive items to the surgeon’s attention.
Work closely with client care coordinators to confirm required records, imaging, laboratory results, and referral information have been received before appointments.
Assist with obtaining missing information when needed, while recognizing this is primarily the responsibility of the client care team.
Maintain accurate patient, client, referring veterinarian, and practice information in the practice management system.
Confirm incoming records, results, and referral documents are attached to the correct patient record.
Monitor referral-related calls, emails, and messages and direct them to the appropriate team member.
Maintain patient confidentiality and handle medical information appropriately.
Support improvements related to scheduling, referral communication, record delivery, and patient follow-up.
Provide additional administrative support based on the needs of the surgeon and hospital.

Benefits

Comprehensive medical, dental and vision coverage
FSA/HSA
Generous paid time off, up to 120 hours of PTO per year
401(k) with a company match
Paid Parental Leave
Scrub Allowance
Elective benefits through MetLife
Employee pet discounts
Discounted pet insurance
Unlimited CE reimbursement for unlicensed technicians for conferences, wet labs, and skill-building courses
$750 per year in related travel expenses for CE