Job Title:Doctor Assistant & Records Support
Reports To: Medical Director, Therapy Boarding-Manager, (Executive assistant)
FLSA Status: Non-exempt (hourly)
Location: Webster, NY
Hours: Position is full time, generally 30-40 hours/week, flexible scheduling.
Position Summary: The Doctor Assistant & Records Support position combines clinical support responsibilities with medical records coordination to help ensure efficient clinic operations. This role provides direct support to the Doctor and Executive Assistant during appointments while managing medical record requests, organization, and preparation for upcoming appointments, specialty appointments, therapy appointments, and new patient intakes. The Doctor Assistant & Records Support team member plays an essential role in promoting seamless patient care, clear and effective client communication, accurate documentation, and a positive, collaborative team culture.
Essential Functions:
· Safely handle, restrain, and assist with the care of a variety of animals, primarily dogs and cats, utilizing appropriate handling techniques and maintaining patient and team safety.
· Demonstrate comfort and confidence working around animals of varying sizes, temperaments, medical conditions, and behaviors.
· Provide professional, compassionate, and accurate communication with clients regarding patient needs, appointment flow, and care instructions as requested.
· Assist the veterinarian during appointments, including initial examinations, recheck examinations, progress examinations, and specialty services such as acupuncture and VSMT.
· Obtain and document pertinent patient information prior to examinations, including treat preferences, allergies, sensitivities, and other relevant concerns.
· Prepare patients, examination areas, and necessary equipment to support efficient and high-quality veterinary care.
· Maintain a calm, organized, and client-focused environment while supporting clinical operations.
Clinical Administrative Support:
- Review, organize, and prepare patient medical records prior to appointments to ensure charts are complete, accurate, and readily available for the medical team.
Other duties as assigned.
- Maintain and update electronic medical records, including incorporation of prior medical history, laboratory results, imaging, referral documentation, and other pertinent records.
- Coordinate medical record requests and correspondence with specialty practices, referring veterinarians, and other healthcare providers.
- Serve as a liaison between doctors, clients, and external veterinary teams regarding non-medical communication and medical record needs.
- Assist with administrative processes that support continuity of patient care, including tracking outstanding records and ensuring timely documentation.
- Manage deceased patient sympathy card processes, including tracking, coordinating staff signatures, preparing correspondence, and mailing.
Qualifications
- Valid NYS driver’s license.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office and QuickBooks; ability to learn additional software platforms
. Veterinary or medical front office experience preferred (2+ years).
- Experience with veterinary terminology preferred.
- Demonstrated leadership, supervisory, or mentoring experience.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities in a fast-paced environment.
- Dependable, punctual, and professional.
- Excellent interpersonal and customer service skills.
- Ability to lift up to 50 pounds. Hazards Exposure to animals, cleaning chemicals, pharmaceuticals/hazardous waste, animal bodily fluids, and sudden or frequent loud noises.
Hazards:
- Exposure to animals. Exposure to cleaning chemicals. Exposure to pharmaceuticals/hazardous waste. Exposure to animal bodily fluids. Exposure to sudden/frequent loud noises.
Thera-Vet Acres is an Equal Opportunity Employer
Job Type: Full-time
Pay: $17.00 - $21.00 per hour
Expected hours: 30.0 – 40.0 per week
Benefits:
- 401(k) matching
- Employee assistance program
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
Experience:
- Paid Veterinary related: 1 year (Required)
Shift availability:
Ability to Commute:
- Webster, NY 14580 (Required)
Work Location: In person
