Veterinary Specialty Service Coordinator

Veterinary Specialty Service Coordinator | $22–$27/hr

Asheville, NC
Full-Time | Monday–Friday | 8:30 AM–5:00 PM
$22–$27/hour based on experience

South Asheville Veterinary Emergency & Specialty (SAVES) is seeking a full-time Specialty Service Coordinator to join our Specialty Services team in Asheville, NC. This role is ideal for an experienced veterinary professional who enjoys client communication, case coordination, and collaborating with specialty clinicians to deliver an exceptional client and patient experience. You'll serve as a key liaison between clients, referring veterinarians, specialty doctors, and hospital teams while helping ensure seamless care from referral through discharge.

Compensation

• $22–$27/hour based on experience

Full-Time Benefits

• Medical, dental, and vision insurance
• Generous paid time off
• 401(k) with employer match
• Employee pet insurance discounts
• Continuing Education (CE) opportunities
• Leadership development and career growth opportunities
• Commitment to work-life balance

Schedule

• Full-Time
• Monday–Friday
• 8:30 AM–5:00 PM

Responsibilities

Client Communication & Education

• Serve as the primary point of contact for specialty clients from referral through follow-up care.
• Educate clients on consultations, procedures, diagnostics, hospitalization, discharge instructions, and next steps.
• Respond promptly and professionally to client phone calls, emails, text messages, and voicemails.
• Provide compassionate support during sensitive conversations regarding patient status, treatment plans, and CPR/DNR decisions.

Scheduling & Case Coordination

• Schedule specialty consultations, recheck appointments, procedures, diagnostics, and patient drop-offs using EzyVet.
• Coordinate appointment flow with specialists, Veterinary Technicians, Client Service Representatives, and hospital departments.
• Confirm appointments and communicate preparation instructions, including fasting, medications, anesthesia requirements, and arrival logistics.
• Coordinate patient transfers and co-managed cases between Specialty Services and Emergency & Critical Care as needed.

Medical Records & Chart Preparation

• Obtain, organize, and upload referral records, laboratory results, imaging, and supporting documentation before appointments.
• Prepare patient charts at least three days before scheduled appointments, including estimates and consent forms.
• Organize and scan ancillary records, prescriptions, diagnostic reports, and discharge documents.
• Ensure medical records are complete, accurate, and readily available for the clinical team.

Financial & Administrative Support

• Prepare and distribute estimates, consent forms, registration paperwork, and discharge instructions.
• Review invoices to support accurate charge capture prior to client checkout.
• Assist Client Service Representatives with checkout and payment processing as needed.
• Monitor follow-up appointments, recheck needs, cancellations, and departmental metrics.

Collaboration & Team Support

• Serve as a communication bridge between clients, referring veterinarians, specialists, Veterinary Technicians, Client Service Representatives, and leadership.
• Anticipate workflow challenges and proactively adjust scheduling and communication to support patient care.
• Maintain professionalism, accountability, empathy, and exceptional customer service.
• Support evolving hospital needs as specialty services continue to grow.

Qualifications

• Minimum of 2 years of hands-on clinical veterinary experience as a Veterinary Assistant or Registered Veterinary Technician (specialty or emergency experience preferred)
• Minimum of 2 years of client service or administrative coordination experience in a veterinary or healthcare setting
• Strong knowledge of veterinary medical terminology and specialty hospital workflows
• Experience with EzyVet, SmartFlow, Microsoft 365, Microsoft Teams, and Outlook preferred
• Excellent written, verbal, and interpersonal communication skills
• Exceptional organizational skills with strong attention to detail
• Ability to prioritize multiple responsibilities while maintaining accuracy in a fast-paced specialty environment
• Flexible, adaptable, and collaborative team player
• Fluent English speaking and reading skills required

About the Hospital

Since opening in 2009, South Asheville Veterinary Emergency & Specialty (SAVES) has been dedicated to providing advanced emergency and specialty veterinary care while fostering a culture built on compassion, collaboration, and clinical excellence.

Our recently expanded, state-of-the-art hospital allows our teams to practice advanced medicine alongside highly skilled specialists and emergency clinicians. We are committed to supporting our employees through mentorship, continuing education, and opportunities for professional growth.

Surrounding Areas

Located in the Blue Ridge Mountains of Western North Carolina, Asheville offers a vibrant community surrounded by exceptional outdoor recreation, including hiking, biking, scenic drives, and access to the Appalachian Mountains. Nearby communities including Arden, Hendersonville, Weaverville, Fletcher, Black Mountain, and other areas throughout Western North Carolina offer a variety of commuting and lifestyle options. Asheville offers a unique combination of mountain living, a thriving local community, and access to advanced veterinary medicine, making it an exceptional place to build your veterinary career and quality of life.

Join Us

Ready to take the next step in your veterinary career? Apply today to join the Specialty Services team at SAVES and help create an exceptional experience for pets, their families, referring veterinarians, and your fellow team members.

Asheville, NC

Ethos Veterinary Health, part of the NVA Group, is where you come to practice world-class medicine, and help shape what veterinary care becomes next. Across our network of 140 specialty and emergency hospitals, science moves forward, standards are elevated, and innovation is put into practice every day. You’ll work alongside respected veterinary leaders in academic-caliber hospitals designed for learning, teaching, and discovery. Here, mentorship is a two-way street. You’ll share your expertise, learn from others, and continue to grow, clinically, professionally, and personally. At Ethos, you inspire hope, deliver exceptional care, and pursue veterinary medicine at its highest level, together.

Ethos is an Equal Opportunity Employer. Ethos does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided based on qualifications, competence, merit, and business need.