Specialty Referral Coordinator - CSR

Specialty Coordinator

Puget Sound Veterinary Specialists & Emergency (PSVSE)
Schedule: Tuesday–Friday | Four 10-hour shifts

Quality medicine starts with supported teams.

At PSVSE, we believe exceptional patient care begins with a team that feels valued, heard, and empowered. We are a 24/7 emergency and specialty hospital dedicated to providing advanced veterinary medicine with clarity, compassion, and collaboration—both for the pets we serve and the people who love them.

Specialty care can feel overwhelming for pet parents, and seamless coordination matters. That’s where you come in. We are seeking a Specialty Coordinator to support our specialty services, guide clients through complex care journeys, and partner closely with our specialty teams to ensure an exceptional experience from referral to follow-up.

Position Summary

The Specialty Coordinator serves as a central point of communication and coordination for PSVSE’s specialty services. This role supports specialty doctors and clinical teams by managing scheduling, client communication, referrals, and workflow coordination—ensuring pets receive timely, high-quality care and clients feel informed and supported every step of the way.

What You’ll Do

• Support and coordinate PSVSE’s specialty services, acting as a key liaison between clients, specialty teams, and referring veterinarians

• Foster a culture rooted in our values: Compassion, Inclusion, Accountability, Innovation, & Gold Standard Patient Care. 

• Manage specialty appointments, consultations, follow-ups, and rechecks to optimize doctor and team workflows

• Communicate clearly and compassionately with clients regarding specialty diagnostics, procedures, estimates, and next steps

• Assist with intake of specialty patients, including history gathering, referral documentation, and record organization

• Maintain strong working relationships with specialty clinicians, technicians, and CSRs to ensure smooth patient flow

• Coordinate referrals and medical records with referring veterinary hospitals

• Answer incoming calls and inquiries related to specialty services and help triage appropriately

• Assist with discharge coordination, instructions, and client education as directed by specialty teams

• Handle billing support, invoicing, and payment processing related to specialty visits

• Respond to client concerns professionally and work collaboratively toward resolution

• Uphold PSVSE policies, quality standards, and patient care protocols

• Assist with additional projects and administrative tasks as needed to support specialty growth

Education

• High School Diploma or GED required

Experience

• 1+ year of experience in customer service, client coordination, or administrative support required

• Experience in a veterinary, medical, or specialty healthcare setting strongly preferred

Knowledge, Skills & Abilities

• Strong client communication skills with a calm, empathetic approach

• Working knowledge of medical terminology (veterinary preferred)

• Proficiency with computer systems and practice management software

• Excellent organization, time management, and attention to detail

• Ability to multitask and prioritize in a fast-paced specialty environment

• Professional discretion, diplomacy, and problem-solving skills

• Collaborative mindset with a strong commitment to team success

Working Conditions / Physical Demands

This role requires regular communication with clients and team members and frequent computer use. The Specialty Coordinator may be required to stand or walk for extended periods, bend, reach, and perform repetitive motions. Exposure to animal dander, disinfectants, and moderate noise levels is expected. Must be able to lift up to 30 lbs unassisted and 50 lbs with assistance. Occasional flexibility in scheduling may be required to support hospital operations.