Surgery and Referral Coordinator

Who We Are:

The Hospital for Veterinary Surgery is a new, purpose-built surgical center in the heart of Greenwich’s West End. Spanning 10,000+ square feet and designed from the ground up, we’re bringing cutting-edge surgical and critical care services to a region that has long needed them. This is our second HVS location, and we're building it with the same focus that made our first a destination for exceptional patient outcomes, supportive and transparent team culture, and forward-thinking medicine.

We’re hiring our first-ever Surgery & Referral Coordinator. This is a fully administrative role that requires significant veterinary experience, strong judgment, excellent communication, and close attention to detail. 

The Surgery and Referral Coordinator is responsible for maintaining strong relationships with referring veterinary practices and helping keep the surgeon’s schedule accurate, efficient, and well organized.

This person will initially support one surgeon, with the potential to support additional surgeons as the practice grows. They will serve as a consistent point of contact for referring veterinarians and their teams, review the schedule each day, confirm cases are appropriate, track outstanding patient items, and help ensure records and updates are shared promptly.

What You’ll Do

Referral Communication and Relationship Management

• 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.
• Make sure discharge summaries and other relevant records are sent to the referring practice as soon as they are completed, with a goal of delivery 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.

Schedule Review and Case Coordination

• 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.

Patient Follow-Up and Surgeon Support

• 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.

Team and Record Coordination

• 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.

What You’ll Bring

• Significant veterinary hospital experience is required.
• Veterinary technician experience is strongly preferred.
• Experience in veterinary surgery, specialty, emergency, or referral medicine is strongly preferred.
• 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.
• Experience using veterinary practice management software is preferred.
• Proficiency with email, shared documents, spreadsheets, and standard office technology.

What We Offer:

• The salary range for this role is: $34-$38/hr. 
• 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 

Schedule

This is a full-time position. The schedule may consist of four 10-hour shifts or five 8-hour shifts, depending on the needs of the practice. Some weekend coverage may be required.

Continuing Education:

We believe in helping you grow. Whether you're brand new or a seasoned pro. Unlicensed Technicians here are eligible to receive unlimited CE reimbursement for things like conferences, wet labs, and skill-building courses (plus we’ll cover up to $750 per year in related travel expenses if needed). You’ll even have the chance to bring back what you learned and share it with the team. If you're excited about learning, we're here to support it, every step of the way.

We provide equal opportunities for everyone who applies to and works for our company, regardless of age, sex, sexual orientation, gender identity, gender expression, race, color, national origin, disability, and all other law-protected considerations that make you, You.