Shelter Medicine Administrative Assistant

Description

About Us

Here for animals since 1868, the San Francisco SPCA is a cherished San Francisco institution, known for compassion, excellence and innovation in the fields of animal welfare and veterinary medicine.  The SF SPCA saves the lives of homeless dogs and cats through our shelter medicine and adoption programs.  Iconic and innovative, the SF SPCA offers you the opportunity to join a team committed not only to veterinary excellence and animal welfare, but to a balanced and rewarding work environment. 

About the Role

The Shelter Medicine Administrative Assistant works alongside the Shelter Medicine doctors and nurses to ensure that all medical records for shelter patients are accurately interpreted and entered in the appropriate data management system. This role is responsible for the daily organization of hard copy medical records, as well as data entry in our digital medical filing system for all shelter patients in our care. The assistant will have a basic understanding of medical protocols and be able to apply such protocols appropriately. 

Core Responsibilities

Medical Records Management

• Review and create patient medical records from source and partner shelters, including intake, surgical, and digital files
• Prepare intake and surgical paperwork to ensure appropriate vaccines, dewormers, flea preventatives, and procedures per Shelter Medicine Preventative Care Protocols
• Create, enter and maintain all patient data, exams, vaccines, treatments, follow-up care, and surgical records in the medical record system
• Schedule post-operative medications, treatments, rechecks, and assist with daily surgery scheduling
• Scribe and document exam notes for doctors and nurses as needed
• Invoice partner shelters for surgeries performed by the Shelter Medicine Department
• Facilitate interdepartmental communication and scheduling for post-adoption surgical revision procedures 

Prescription Management

• Write, fill, and dispense prescriptions for adopters in compliance with veterinary guidelines
• Communicate prescription instructions and clarifications to adopters as needed
• Maintain accurate prescription records and drug logs
• Ensure compliance with all laws regarding controlled substances and record keeping 

Clinical Skills

• Read and interpret medical records and veterinary terminology
• Demonstrate proficiency in medical math
• Perform basic physical exams and identify normal and abnormal parameters in canine and feline patients
• Accurately document treatments, exams, test results, and procedures in computerized medical records

Client Communication

• Coordinate communication between departments and other stakeholders

Requirements

Physical Requirements and Work Environment

• Work is performed in a shelter/animal hospital setting
• Regular sitting at a computer workstation multiple hours per day
• Exposure to disinfectant solutions
• Periodically moves about the campus to coordinate work
• Consistently exposed to animals and animal allergens under conditions with limited alternatives available

Education and Experience (Required)

• Minimum of one year experience working in a veterinary clinic
• Minimum of one year working in an administrative role

Knowledge, Skills and Abilities

• Knowledge of commonly used veterinary terminology and abbreviations is required
• Comfortable with calculations that involve arithmetic, algebra and percentages
• Exceptional interpersonal and communication skills, with the ability to navigate stakeholder interactions with diplomacy and professionalism 
• Proficiency in taking detailed and accurate medical notes
• Strong organizational skills and attention to detail 
• Ability to multitask and manage time effectively in a fast-paced environment
• Computer proficiency, including shelter and practice management software applications and Microsoft Office
• Compassionate and empathetic approach to animal care and client interactions 
• Commitment to the mission and values of the San Francisco SPCA 

Salary & Benefits

The starting salary for this position depends on the depth and breadth of experience. The expected range is $26.00 - 29.00 per hour. Regular, full-time positions are eligible for a benefits package including

• Paid Time Off and Holiday pay
• Medical, Dental & Vision insurance
• Life Insurance
• Long-term Disability Insurance
• 401k Retirement Plan and contribution matching
• Student debt relief program
• Pre-tax Commuter Benefits
• Discounts on retail and pet supplies
• Discounts on veterinary care at our SF SPCA Mission Campus Veterinary Hospital and Spay/Neuter Clinic

The SF SPCA is an Equal Opportunity Employer. This job ad reflects the assignment of essential functions and does not prescribe or restrict the tasks that may be assigned. The San Francisco SPCA is an at-will employer and may conduct pre-employment background checks and drug screening depending on the role.

Salary : $26