Veterinary Workflow Coordinator

Emergency Veterinary Care Center • Mishawaka, IN

2h • Onsite

About The Position

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. 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. 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. 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. 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.

Requirements

• +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.
• Understanding that leadership isn't about telling people what to do. It's about listening, communicating, recognizing priorities, and helping your teammates succeed.

Nice To Haves

• Worked emergency veterinary care
• Familiarity with veterinary hospital workflows and systems such as EzyVet and VetRadar

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Benefits

• Competitive compensation based on experience
• 401(k) match
• Comprehensive health and wellness benefits starting on day one
• Flexible work schedules
• Paid Time Off (PTO)
• Generous employee referral program
• Continuing education (CE) allowance
• Mentorship and real opportunities for professional development and career growth
• Comfy scrubs and cool EVCC swag

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed