This position encompasses everything the standard Doctor’s Assistant (DA) job description encompasses. In addition to these requirements are responsibilities to directly support the manager position and ensure high-quality patient, client and company care. The Lead DA completes these tasks by overseeing estimate accuracy (quality-control checkpoint for medical estimates), training fellow assistants (primary trainer and mentor), and maintaining the smooth flow of daily clinical operations. This position requires advanced medical knowledge, strong organizational skills, and the
Key ResponsibilitiesEstimate Creation, Accuracy, and Quality Control
- Produce medical estimates faster and more accurately than a standard DA.
- Review all estimates before they are presented to the doctor to ensure:
- Correct diagnostics and treatments are selected for the patient’s age, condition, and medical needs. (e.g. comprehensive blood panel vs. pre-operative test)
- Maintain and routinely update bundled estimates, ensuring each bundle reflects current standards, doctor preferences, and best medical practices.
- No outdated, incomplete, or incorrect pick-list items
- Identify gaps or inconsistencies in estimates and correct them proactively (notify manager/owner)
Training, Coaching, and SOP Mastery
- Serve as the primary trainer for new and current DAs during onboarding and ongoing skill development.
- Be fully fluent in:
- The clinic’s Standards of Operation (SOPs)
- Medical abbreviations and terminology
- Best practices for ‘care plan’ presentation, client communication, and treatment workflow.
- Teach DAs how to correctly:
- Use client-educational handouts
- Prepare discharge instructions
- Apply disease-process knowledge for our common medical bundles
- Fill out a complete medical SOAP, understanding what belongs in each section with medical accuracy.
- Follow coworkers into consult rooms during training phases to observe, guide, and correct estimate presentations and client communication.
Leadership, Professionalism, and Team Direction
- Model the professionalism expected of a lead position, including:
- Maintaining respectful boundaries (not functioning as a peer-level “friend”)
- Upholding neutrality and communicating concerns to the clinic manager for appropriate transfer according to chain-of-command
- Redirect DAs to productive tasks throughout the day, such as:
- Preparing medications for surgical/outpatient discharges
- Completing client-care follow-up calls
- Being present and available for doctor support rather than performing non-urgent treatments
- Ensure workflow efficiency by making sure the doctors always have the support they need.
- Promote accountability, consistency, and adherence to hospital standards.
Operational Efficiency & Company Investment
- Maintain awareness of clinic priorities and adjust team positioning accordingly.
- Remove DAs performing ‘Tech’ related duties to help fill rooms and complete client intake
- Encourage team members to meet performance expectations and help them overcome challenges.
Advanced Case Management & Medical Coordination
- Handle higher-level case management tasks requiring medical understanding and organization.
- Perform client call-backs for routine laboratory results, ensuring clients receive timely and accurate updates.
- Coordinate with attending veterinarian to ensure clients are contacted for complex or abnormal laboratory findings.
- Review daily schedule and fill in historical medical details, including:
- Prior treatments, Previous diagnostics, Relevant timelines, Any context needed to prepare the doctor and streamline the appointment
- Act as the communication bridge between doctor, team, and client to ensure medical continuity and thorough follow-through - Ensure all special medications or treatments requested by the veterinarian are ordered promptly, tracked through delivery, provided to the client/patient
By demonstrating increasing initiative clinic success, the position is rewarded with progressive wage advancement.
Success in This Role Looks Like
- DAs presenting accurate, consistent estimates due to your training and oversight.
- Doctors having reliable support at all times.
- Bundles and pick-lists staying updated and reflective of current standards.
- Smoother consult flow, more prepared discharges, and improved client satisfaction.
- A well-trained, confident support team operating under your leadership.
ADDENDUM B: GENERAL Doctor Assistant Job Description
Current Job Duties:
- Reports to the Clinic Manager
Case Management
- Greet clients, follow protocol to transfer patients to consult rooms promptly - prioritizing scheduled appointments over walk-ins and clearly communicating wait expectations
- Timely client treatment and expedient movement of patients from reception to treatment area.
- Manage client/patient flow in coordination with CSRs using the clinic’s electronic check-in and flow management system, ensuring a smooth and timely experience for every client/patient for all cases
- Proactively monitor for delays and take initiative to troubleshoot
- Collect the Subjective portion of the SOAP efficiently while asking appropriate questions to thoroughly document the pet’s history and current concerns—based on clinic protocols, training, and macros provided
- Attend consultations with veterinarians to assist in real-time with client communication and medical documentation
- Accurately and efficiently record doctor’s SOAP notes into the EMR during or immediately following appointments
- Understand medical rationale behind diagnostics, treatment plans, medication protocols
- At minimum understanding of common medical conditions (IVDD/Difficulty walk/Spinal, Ear Hematoma, Constipation vs. diarrhea, Ear/Skin Infections/Hotspots/Allergies, Seizures/Fainting, Cherry Eye, Abscess, Anal Glands, Hernia, Foxtail, Parvoviral Diarrhea)
- Willingness to broaden understanding of other conditions and quick learning/understanding of related education provided
- Knowledgeable of basic veterinary care: vaccine protocols, flea medication, parasite prevention (heartworm, flea, tick, intestinal parasites)
- Generate and modify treatment estimates independently, using knowledge of case management, clinic protocols, and diagnostic workflows
- Confirm and review final treatment plans with the veterinarian for approval before presenting to the client
- Responsible for filling prescriptions
- Utilize proper tools - dosing charts, medication protocols, and EMR shortcuts
- Complete discharges for medical cases – explain side effects of vaccines and any medications
- Relaying or reiterating additional doctor instructions in a way that supports client understanding and compliance
Client Communication & Education
- Present medical estimates and recommendations to clients professionally and persuasively
- Confidently discuss benefits of preventive care, diagnostics, follow-up visits, wellness plans
- Able to work with challenging clients/patients successfully
- Communicate financial options and payment policies
- Serve as a liaison between the doctor and client to ensure consistent messaging of pet’s care
- Assist in triaging patients
- Identify contagious patients and take appropriate precautions.
EMR & Workflow Optimization
- Utilize the EMR (Electronic Medical Record) system efficiently, including use of shortcuts, templates, records attachment (pdf, pictures) to streamline documentation
- Enter and retrieve patient information quickly & accurately to support appointment flow
- Ensure correct vaccine records (including lot number, next booster day)
- Record previous history into every SOAP (fill template for subjective portion)
- Quick implementation of changes / new software features presented by clinic manager (intended to improve efficiency / communication)
Self-Directed Work & Initiative, Assisting Colleagues
- Demonstrate independence and accountability by staying one step ahead in the exam room and throughout the workday
- Formulate estimates without waiting for the doctor to build them; use premade “package” list and critical thinking to build draft plans for review
- After client interactions, actively seek out the veterinarian for estimate confirmation and next steps—do not allow cases to stall
- Identify ways to support the clinic’s productivity and revenue, including reactivating old treatment plans or helping close previously discussed services
- Follow up on previously presented estimates or treatment plans by calling clients to revisit interest, provide clarification, or encourage next steps
- Prioritize prescription filling during downtime between appointments to ensure workflow efficiency and uphold a strong work ethic
- For hospitalized or surgical patients scheduled to be discharged the same day (in collaboration with the surgical technician)
- Assist with Receptionist or Technician Assistant tasks on an as needed basis (as directed by Manager or Veterinarian), including: vaccine administration, flea/tick/deworm medication, patient restraint.
Professional Focus & Delegation
- Remain focused on tasks to support patient care, client understanding, and revenue generation
- Minimize time spent on non-medical support tasks (cleaning, folding, organizing); instead, delegate these to kennel attendants / support staff
- Room cleanliness prior to admitting clients/patients is ultimately the responsibility of the Doctor’s Assistant admitting the patient
- Handle client concerns/complaints with patience, discretion, and solutions-focused mindset
- Maintain a calm, courteous, and compassionate demeanor, especially during busy or emotionally charged situations, de-escalate potentially confrontational situations.
- Escalating to the practice manager or veterinarian when necessary.
- Maintain a professional appearance and demeanor at all times
- Adhere to the clinic's dress code and code of conduct
- Demonstrate punctuality and reliability
- Attend staff meetings and training sessions as required
- Maintain confidentiality of client and patient information
Additional Skills/Qualifications Required:
The Doctor’s Assistant should be proficient in using a computer, phone system, checking email, using an ipad including applications for text messaging, and word processing (i.e. google docs)
Physical Demands and Work Environment:
The Doctor’s Assistant should be able to spend extended periods of time standing, sitting, speaking, walking, taking notes, on the computer or tablet, work phone for business purposes only, as well as should be able to handle clients at all levels of difficulty, handling animals and troubleshooting and handling to prevent bites.
Visual, Hearing, Physical, and Communication Requirements:
- Requires visual acuity to use computers and smart devices as well as any and all other office equipment or devices needed for the job.
- Requires visual, mental, and physical acuity to work with patients to provide hands-on patient care.
- Requires appropriate hearing to be able to communicate effectively in both oral and written form with internal and external clients.
- Requires ability to focus on highly detailed work for an extended period of time.
Transportation:
- Employee must have reliable transportation to attend work as required.
- Must have a valid California driver’s license.
Job Type: Full-time
Pay: $21.00 - $29.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Health insurance
- Retirement plan
- Uniform allowance
Work Location: In person
