What are the responsibilities and job description for the Patient Care Coordinator position at Eclipse Veterinary Care?
Are you someone who thrives at the center of the action? Do you find satisfaction in keeping things organized, making sure nothing falls through the cracks, and being the person both clients and clinical teams can count on?
If that sounds like you, we'd love for you to read on.
About Us:
Eclipse Specialty & Emergency Pet Care is a modern, privately owned specialty and emergency veterinary hospital offering 24/7 emergency and critical care alongside Cardiology, Dentistry, Internal Medicine, Neurology, Oncology, and Surgery services. Our purpose-built facility in Whippany, NJ sits on approximately 6 acres, naturally lit and designed with the comfort and safety of our patients, clients, and team members in mind.
We were founded on the belief that veterinary medicine can have a brighter future — and every role here, clinical or not, plays a part in that.
Your Role:
We are looking for two Patient Care Coordinators to join our Surgery Department, serving as the central point of coordination for surgical patients from admission through discharge. This is a Veterinary Assistant Level 3 position that blends administrative precision with hands-on patient support — making it an ideal fit for someone who loves both the organizational and clinical sides of veterinary medicine.
You'll be the person who makes sure everything is ready before a procedure, every client feels informed and supported at discharge, and every record is accurate and complete. The surgical team counts on you to keep things moving — and you take pride in doing exactly that.
Our Culture:
At Eclipse, we don't just care for pets — we care for people. Our team works hard, supports each other, and finds moments of joy in the work, whether that's a successful surgical outcome, a grateful client, or a patient who came in critical and is going home healthy. We celebrate wins, lean on each other during the tough days, and genuinely enjoy the people we work with.
This role is a great fit if you:
- Are organized, detail-oriented, and calm under pressure
- Enjoy being the communication hub between clients and clinical teams
- Have veterinary assistant experience and are ready to grow into a more specialized role
- Take pride in accurate records, clean handoffs, and thorough discharge appointments
- Want to be part of a surgery-specific team in a high-caliber specialty hospital
Key Responsibilities:
- Surgical Admissions & Discharges: Serve as the primary coordinator for all surgical admissions and discharges, ensuring a smooth and efficient experience for clients and patients.
- Client Communication: Review admission paperwork, treatment plans, and estimates with clients; obtain required signatures and confirm prepayments prior to procedures.
- Patient Intake: Obtain weights, ensure proper patient identification (cage cards, ID bands, CPR sheets), and safely transfer patients to the appropriate ward with attention to comfort.
- Procedure Preparation: Confirm receipt of all required medical records, lab results, and diagnostics; create or update estimates and organize necessary documentation ahead of procedures.
- Medical Records: Maintain accurate and up-to-date patient records, document all client communications, verify consent forms, and ensure medical record completeness.
- Charge Validation: Cross-check and validate all charges related to procedures, diagnostics, and hospitalization for both inpatient and outpatient cases.
- Team Coordination: Communicate daily with veterinarians, technicians, and other hospital departments to support patient care and workflow efficiency.
- Discharge Management: Prepare discharge instructions, ensure medications are ready, confirm patients are discharge-ready, and conduct thorough discharge appointments with clients — including aftercare review, medication demonstration, and side effect education.
- Patient Care Support: Assist with technician appointments, doctor appointments, and supervised owner visits as needed.
- Treatment Area Maintenance: Prepare and maintain treatment areas, including cage setup and supply readiness.
- Protocol Adherence: Follow all hospital protocols and OSHA safety standards; maintain working knowledge of hospital services, procedures, and species treated.
Qualifications:
- Experience: Veterinary assistant experience or equivalent required.
- Communication Skills: Strong written and verbal communication skills; ability to interact professionally and compassionately with clients and clinical staff.
- Medication Handling: Proficiency in handling, dispensing, and administering medications.
- Organizational Ability: Capable of managing multiple priorities simultaneously in a fast-paced environment.
- Attention to Detail: Precision in record-keeping, charge validation, and discharge documentation.
- Physical Requirements: Ability to lift and carry up to 30 lbs; ability to stand, walk, and kneel for extended periods; manual dexterity to handle animals and equipment safely.
What We Offer:
- Competitive salary based on experience and demonstrated competencies
- Generous paid time off accruing from day one
- Health insurance starting on your first day
- 401(k), dental, vision, and life insurance
- Uniform allowance
- Employee assistance program and wellness resources
- Professional development support and tuition reimbursement
- A culture that genuinely values the people behind the care
Compensation for this position is determined based on experience and ability to perform specific tasks outlined within our defined leveling categories.
Apply Today: If you're ready to play a meaningful role in the surgical journey of every patient who comes through our doors, apply now to join the Eclipse Specialty & Emergency Pet Care team.
Equal Opportunity Employer: Eclipse Specialty & Emergency Pet Care welcomes applications from all qualified candidates. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law.
Job Type: Full-time
Experience:
- Veterinary Medicine: 1 year (Preferred)
Pay: $20.00 - $30.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Uniform allowance
- Vision insurance
Work Location: In person
Salary : $20 - $30