Clinic Services Coordinator
Clinic Services Coordinator
Posted on :
25-06-2025
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1 Vacancy
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Job Description
Clinic Services Receptionist
APA! BACKGROUND:Austin Pets Alive! (APA!) is one of Austins most dynamic and best-loved nonprofits. The organization is the leader in the no kill movement nationally and is considered a national thought leader in animal welfare. APA! locally rescues treats and adopts out 10000 homeless dogs and cats each year providing the safety net for Austins most at-risk shelter pets which helps Austin to be a no-kill city while also assisting other communities in saving homeless animals. The organization is distinguished by the scrappiness of its grassroots non-traditional community-based animal rescue work.
The organization continues to innovate best practices to save lives and teaches its renowned lifesaving model through American Pets Alive! APA!s national division. In 2020 AmPA! began the Human Animal Support Services (HASS) project a collaborative movement of more than 10000 animal welfare professionals working in nearly 1900 organizations. HASS is the first-of-its-kind collective of shelters and animal welfare professionals coming together to build community-focused animal services that better meet the needs of people and pets by keeping human-animal families together and keeping pets unnecessarily out of shelters.
BRIEF POSITION SUMMARY/OVERVIEW:The APA! Medical Clinic works on the cutting edge of shelter medicine treating the most critical and vulnerable animals that other shelters and even some private clinics dont have the resources to help. This makes APA! the ideal learning environment for anyone interested in expanding their knowledge of veterinary medicine and no-kill animal sheltering with the added benefit of knowing you are helping homeless animals from all over Texas!
The Clinic Services Coordinator serves as a welcoming presence and first point of contact for all APA! medical clinic visitors and clients as well as managing the daily flow of appointments and other incoming requests. The Clinic Services Coordinator works closely with all animal program teams fosters adopters and other clinic staff to provide excellent care to all patients and support clinic operations and reports to the Medical Clinic Manager on duty.
DUTIES AND RESPONSIBILITIES
Level 1 (Typical work functions expected of Clinic Services Coordinator designated as level 1)
- Ensures the accuracy and completeness of documentation concerning AAC med urgent intakes parvo intakes and owner surrenders.
- Create new profiles with all documentation attached and recorded in the animals profile.
- Coordinate daily appointments and surgeries for all shelter foster and adopted animals including scheduling checking in and out and any follow up communication with caregivers
- Triage incoming phone email and form requests for appointments treatments and medications according to protocol
- Responsible for parvo testing of owned animals and ensuring all paperwork is completed
- Escalate complicated medical or customer service issues to Case Management Coordinator Foster Case Manager or Medical Clinic Manager as needed
- Creation and maintenance of animal and people records through immediate data entry as needed
- Ensure that all APA! medical forms and handouts are up-to-date and available as needed
- Maintain up-to-date knowledge of all relevant APA! medical protocols and procedures
- Maintain a safe clean and sanitary work environment
- Answers phone calls and emails in a courteous and professional manner
- Records thorough client communications
- Accurately directs clients to the appropriate resources
- Tests publicly owned dogs for parvo
- Identifies conditions on intake for parvo animals brought in from the public for testing. Relays condition to Veterinarians;
- Understands vaccination protocols and can accurately relay vaccine and prevention statuses to clients
- Reschedules missed clinic appointments and spay/ neuter appointments
- Accurately doses out and prepares Strongid Flea and Heartworm medications and records treatments
- Assists the public with checking in for appointments and scheduling
- Answers questions and provides information to the public on APA! Medical clinic policies and procedures.
- Able to collect and accurately record payments
- Perform Parvo testing on public animals collects payment and ensures paperwork is completed.
- Knowledge of how to utilize different software programs
- Ensures medications are signed out and brought to clients in a timely manner.
Job duties may include some or all of the above and other duties as assigned by manager
Level 2 (Typical work functions expected of Clinic Services Coordinator designated as level 2)
- All duties and responsibilities identified in Level 1
- Performs animal triage for all public animals
- Trains Level 1 employees on Level 1 tasks
- Confidently discusses owner surrender agreements and relays any concerns to clinic management
- Knowledgeable of all APA! Teams and function
- Ensures documents are sorted through monthly and moved to appropriate locations for accurate record management
- Knowledge of common medications including behavior medications and where medications are located
- Knowledge and understanding of common medical terminology
Job duties may include some or all of the above and other duties as assigned by manager
Level 3 (Typical work functions expected of Clinic Services Coordinator designated as level 3)
- All duties and responsibilities identified in Level I and II;
- Trains Level I and II employees on Level I and II tasks.
- Identify areas of improvement and presents solutions
- Knowledgeable on all APA! Policies and procedures including foster and adoption resources
- Responsible for ensuring reception materials are stocked. Relays low stock to clinic management.
- Confidently handles client complaints and identifies when to alert clinic management
- Ability to create reception schedule
- Understanding of appointment scheduling and time management to best fit appointment needs
- Basic knowledge of clinic/medication protocols
Job duties may include some or all of the above and other duties as assigned by manager
WORKING RELATIONSHIPS
This position reports to the Medical Clinic Manage or another individual designated by APA!.. This position will work closely with fosters adopters volunteers and the APA! vet tech and veterinary staff. This position also requires communication with all other teams in the organization to provide quality patient care.
QUALIFICATIONS SKILLS & EXPECTATIONS
- One year experience in the veterinary field and/or one year receptionist experience preferred
- Must demonstrate client/customer focus excellent people skills a can-do enthusiastic attitude and the ability to handle difficult situations well
- Must be able to handle upsetting situations such as open wounds or dead animals without losing professional demeanor
- Must multitask well and work quickly and independently when needed.
- Proficiency with Microsoft and Google Suite and type at least 65 WPM
- Excellent phone etiquette comfortable speaking with diverse clients in stressful situations.
- Ability to speak conversational Spanish preferred
- Must embody APA!s core values of innovation respect drive resourcefulness and inclusion
- Commitment to APA!s customer experience expectations
- Willing and committed to working well with volunteers and staff in all roles
- Commitment to providing quality care to the animals under our care
OTHER FUNCTIONS:
- Attend and participate in all required training sessions and meetings
- Maintain open and consistent communication with Program Manager or designee supervisor and other colleagues
- Able to react to change productively and perform other related duties as assigned
- Able to work evenings weekends and holidays as needed
- Able to work in a high volume fast-paced high-stress environment
PHYSICAL JOB REQUIREMENTS:
- Must be able to routinely lift 40-50 pounds
- Must be able to work around cats and dogs with varying temperaments including those who are diseased injured and/or potentially aggressive
- Requires sitting at a desk for long periods of time working on a computer with repetitive movements general clerical duties.
- If reasonable accommodations are requested reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job absent undue hardship to the organization.
WORK ENVIRONMENT:
- Work is normally performed inside the APA! Clinic some outside work may be required with exposure to environmental conditions that include working with and near animals
- Rapid pace with exposure to potential hazards including animal waste disinfectants high levels of noise animal bites and scratches and diseases that can be transmitted from animals to people
- Must be comfortable witnessing veterinary surgical procedures
- Occasional after-hours or weekend work may be required to support program needs
LOCATIONS:
- APA! Main - Town Lake Animal Center 1156 West Cesar Chavez Austin TX 78703
- Hwy 290 Medical Clinic - 4942 W Hwy 290 Austin TX 78735
- May travel to off-site locations as needed
TIME COMMITMENT:
- This is a full-time nonexempt position with an average of 40 hours per week.
- Shift and schedule flexibility is required as weekly schedule is subject to change
- Able to work evenings weekends and holidays as needed
BENEFITS:
Austin Pets Alive! is proud to offer a competitive benefits package for full-time employees including subsidized employer-sponsored medical coverage subsidized and voluntary life insurance voluntary dental vision and short-term disability options all effective the first day of employment. We also offer voluntary wellness and emergency sick plans up to 2% match on 401(K) retirement plan supplemental benefits flexible spending accounts and additional life coverage. Full-time employees receive 10 paid holidays and accrue 10 days paid time off during the first year of employment with an additional 5 days of PTO accrual upon completion of 12 months of employment. Employees will also receive professional development opportunities through APA!s ongoing mission to advance our animal welfare professionals in our life saving work.
Austin Pets Alive! is proud to offer a competitive benefits package for full-time employees including subsidized employer-sponsored medical coverage subsidized and voluntary life insurance voluntary dental vision and short-term disability options all effective the first day of employment. We also offer voluntary wellness and emergency sick plans up to 2% match on 401(K) retirement plan supplemental benefits flexible spending accounts and additional life coverage. Full-time employees receive 10 paid holidays and accrue 10 days paid time off during the first year of employment with an additional 5 days of PTO accrual upon completion of 12 months of employment. Employees will also receive professional development opportunities through APA!s ongoing mission to advance our animal welfare professionals in our life saving work.
EQUAL EMPLOYMENT OPPORTUNITIES AND ACCOMMODATIONS STATEMENT
Austin Pets Alive! is an equal employment opportunity employer and we value having staff who come from communities that are most impacted by the issues we engage on. We especially encourage people of color LGBTQ people women transgender and gender non-conforming people and people with disabilities to apply.
Austin Pets Alive! does not discriminate against any employee or applicant for employment on the basis of race color religion sex national origin age disability veteran status marital status sexual orientation gender identity or any other characteristic protected by applicable law. Austin Pets Alive! is committed to creating a dynamic work environment that values diversity and inclusion respect and integrity community focus and innovation.
APA! is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process. To request an accommodation please contact Talent Acquisition at at least one week in advance of your interview.
Required Experience:
IC
Employment Type
Full Time
Key Skills
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