Medical Operations Assistant
$34,320,000–$34,320,000 year
On-siteOmaha, Nebraska, United States
Omaha, Nebraska, United StatesOn-siteFull Time$34,320,000–$34,320,000 yearSmall
Full TimeSmall
Job Summary
Manage high-volume front-line support for the Animal Medical Department by answering incoming phone calls, routing inquiries, and providing accurate information on medical services and post-adoption procedures. Schedule post-adoption rechecks and procedures, confirm appointments, and collect adopter paperwork including consent forms and medical histories. Perform heavy data entry within practice management software, scan and archive documentation, and maintain clean treatment and housing areas. Serve as the primary point of contact for adopter follow-up care, relay approved medical instructions, and prepare discharge instructions and educational materials. De-escalate tense situations with empathy while adhering strictly to shelter policies, safety protocols, and confidentiality standards for veterinary records.
Required Qualifications
- Strong verbal, written, and non‐verbal communication
- Able to listen actively, convey information accurately
- Use body language and tone to reassure clients in stressful situations
- Recognize signs of distress
- Respond with patience, calm demeanor, and supportive presence
- Positive, collaborative attitude
- Able to give and receive feedback respectfully
- Maintain ethical standards
- Professional appearance
- Proficient with Microsoft Office
- Proficient with Outlook
- Proficient with scheduling systems
- Detail‐oriented
- Able to manage multiple tasks in a fast‐paced environment
- Safely and humanely handle cats and dogs
- Demonstrate compassion and concern for animal welfare
- Minimum one year in customer service or client support
- Veterinary, medical, or shelter experience
- Adhere to state and federal veterinary laws
- Valid driver's license with acceptable record
- Proof of insurance
- Ability to cope with emotionally challenging situations
- Ability to cope with illness
- Ability to cope with injury
- Ability to cope with humane euthanasia of pets
- Must be able to work around animals without severe allergic reactions to fur
- Must be able to work around animals without severe allergic reactions to dander
- Must be able to work around animals without severe allergic reactions to cleaning agents
- Ability to sit
- Ability to stand
- Ability to walk
- Ability to bend
- Ability to lift up to 50 lbs
- Ability to stretch/reach
- Ability to distinguish smell
- Ability to distinguish temperature
- Ability to hear
- Ability to see
- Hand/finger dexterity
- Ability to stoop
- Ability to follow established workflows and procedures
- Ability to de‐escalate tense situations with empathy and professionalism
- Ability to manage frequent interruptions while maintaining accuracy and attention to detail
- Ability to be flexible and adapt to changes involving processes and situations
- Ability to maintain strict confidentiality of veterinary medical records
- Ability to maintain strict confidentiality of customer/client data
- Ability to maintain strict confidentiality of NHS animal cruelty investigations
- Ability to adhere to shelter policies related to safety
- Ability to adhere to shelter policies related to sanitation
- Ability to adhere to shelter policies related to infection control
- Ability to adhere to shelter policies related to animal handling
- Ability to uphold customer service standards
- Ability to uphold anti‐harassment standards
- Ability to uphold inclusive service standards
- Ability to follow scripts and protocols strictly
- Ability to escalate all clinical questions to licensed medical staff
- Ability to provide accurate information regarding shelter medical services
- Ability to provide accurate information regarding shelter policies
- Ability to provide accurate information regarding post‐adoption procedures
- Ability to confirm, reschedule, and cancel appointments related to shelter medical follow‐ups
- Ability to follow established scheduling protocols
- Ability to escalate conflicts as needed
- Ability to collect adopter paperwork including consent forms
- Ability to collect adopter paperwork including medical histories
- Ability to ensure completeness and accuracy of collected paperwork
- Ability to perform heavy data entry within practice management and shelter software systems
- Ability to gather required information by physically moving throughout the facility
- Ability to locate medical records
- Ability to locate animal data
- Ability to scan, upload, and archive documentation according to retention standards
- Ability to serve as a point of contact between adopters and the medical team
- Ability to relay medical instructions and approved information accurately
- Ability to document adopter and owner communication in accordance with legal requirements
- Ability to document adopter and owner communication in accordance with veterinary medical best practices
- Ability to prepare discharge instructions
- Ability to prepare consent forms
- Ability to prepare educational materials for adopters
- Ability to support medication pick‐up and discharge processes
- Ability to monitor and restock office supplies
- Ability to maintain SDS documentation for the department
- Ability to maintain SDS documentation with HR
- Ability to submit building/maintenance work order requests
- Ability to maintain clean treatment areas
- Ability to maintain clean housing areas
- Ability to maintain clean exanimation areas
- Ability to assist with cleaning
- Ability to assist with disinfection
- Ability to assist with organization of animal housing
- Ability to assist with organization of workspaces
- Ability to maintain a professional yet practical appearance
- Ability to wear full‐length pants
- Ability to wear closed‐toe shoes
- Ability to wear protective gear such as gloves or gowns when needed
- Ability to work in an office setting within a veterinary clinic
- Ability to work in an animal shelter
- Ability to work in an environment where animals may exhibit unpredictable behavior
- Ability to follow all safety protocols for handling and restraint
- Ability to work in a moderate to high noise environment
- Ability to multitask
- Ability to adapt to changes involving processes and situations
- Ability to be flexible in scheduling
- Ability to work occasional evening or weekend shifts
- Ability to work Monday through Friday, 8:00 a.m. to 5:00 p.m.
- Ability to work Monday through Friday, 7:30 a.m. to 4:30 pm
- Ability to provide high‐volume front‐line support for the shelter's medical operations
- Ability to focus on data accuracy
- Ability to focus on adopter follow‐up
- Ability to provide phone‐based client support
- Ability to adhere to established procedures
- Ability to manage documentation
- Ability to answer inquiries
- Ability to route communication
- Ability to complete extensive data entry both at the computer and within the facility
- Ability to provide empathetic, non‐judgmental service to pet owners
- Ability to respect diverse backgrounds
- Ability to respect financial circumstances
- Ability to respect lifestyles
- Ability to communicate with adopters and clients in person
- Ability to communicate with adopters and clients by phone
- Ability to communicate with adopters and clients via email
- Ability to communicate with professionalism and consistency
- Ability to answer a high volume of incoming phone calls daily
- Ability to respond to general medical inquiries
- Ability to route questions to the appropriate department or staff member
- Ability to schedule a limited number of post‐adoption rechecks and procedures
- Ability to confirm appointments related to shelter medical follow‐ups
- Ability to reschedule appointments related to shelter medical follow‐ups
- Ability to cancel appointments related to shelter medical follow‐ups
- Ability to follow established scheduling protocols
- Ability to escalate conflicts as needed
- Ability to collect adopter paperwork including consent forms
- Ability to collect adopter paperwork including medical histories
- Ability to ensure completeness and accuracy of collected paperwork
- Ability to perform heavy data entry within practice management and shelter software systems
- Ability to gather required information by physically moving throughout the facility
- Ability to locate medical records
- Ability to locate animal data
- Ability to scan, upload, and archive documentation according to retention standards
- Ability to serve as a point of contact between adopters and the medical team
- Ability to relay medical instructions and approved information accurately
- Ability to document adopter and owner communication in accordance with legal requirements
- Ability to document adopter and owner communication in accordance with veterinary medical best practices
- Ability to prepare discharge instructions
- Ability to prepare consent forms
- Ability to prepare educational materials for adopters
- Ability to support medication pick‐up and discharge processes
- Ability to escalate all clinical questions to licensed medical staff
- Ability to follow scripts and protocols strictly
- Ability to provide accurate information regarding shelter medical services
- Ability to provide accurate information regarding shelter policies
- Ability to provide accurate information regarding post‐adoption procedures
- Ability to confirm, reschedule, and cancel appointments related to shelter medical follow‐ups
- Ability to follow established scheduling protocols
- Ability to escalate conflicts as needed
- Ability to maintain strict confidentiality of veterinary medical records
- Ability to maintain strict confidentiality of customer/client data
- Ability to maintain strict confidentiality of NHS animal cruelty investigations
- Ability to adhere to shelter policies related to safety
- Ability to adhere to shelter policies related to sanitation
- Ability to adhere to shelter policies related to infection control
- Ability to adhere to shelter policies related to animal handling
- Ability to uphold customer service standards
- Ability to uphold anti‐harassment standards
- Ability to uphold inclusive service standards
- Ability to de‐escalate tense situations with empathy and professionalism
- Ability to manage frequent interruptions while maintaining accuracy and attention to detail
- Ability to participate in onboarding and ongoing training
- Ability to follow established workflows and procedures
- Ability to provide feedback to supervisors to improve documentation accuracy
- Ability to provide feedback to supervisors to improve operational efficiency
- Ability to maintain a professional yet practical appearance
- Ability to wear full‐length pants
- Ability to wear closed‐toe shoes
- Ability to wear protective gear such as gloves or gowns when needed
- Ability to work in an office setting within a veterinary clinic
- Ability to work in an animal shelter
- Ability to work in an environment where animals may exhibit unpredictable behavior
- Ability to follow all safety protocols for handling and restraint
- Ability to work in a moderate to high noise environment
- Ability to multitask
- Ability to adapt to changes involving processes and situations
- Ability to be flexible in scheduling
- Ability to work occasional evening or weekend shifts
- Ability to work Monday through Friday, 8:00 a.m. to 5:00 p.m.
- Ability to work Monday through Friday, 7:30 a.m. to 4:30 pm
- Ability to provide high‐volume front‐line support for the shelter's medical operations
- Ability to focus on data accuracy
- Ability to focus on adopter follow‐up
- Ability to provide phone‐based client support
- Ability to adhere to established procedures
- Ability to manage documentation
- Ability to answer inquiries
- Ability to route communication
- Ability to complete extensive data entry both at the computer and within the facility
- Ability to provide empathetic, non‐judgmental service to pet owners
- Ability to respect diverse backgrounds
- Ability to respect financial circumstances
- Ability to respect lifestyles
- Ability to communicate with adopters and clients in person
- Ability to communicate with adopters and clients by phone
- Ability to communicate with adopters and clients via email
- Ability to communicate with professionalism and consistency
- Ability to answer a high volume of incoming phone calls daily
- Ability to respond to general medical inquiries
- Ability to route questions to the appropriate department or staff member
- Ability to schedule a limited number of post‐adoption rechecks and procedures
- Ability to confirm appointments related to shelter medical follow‐ups
- Ability to reschedule appointments related to shelter medical follow‐ups
- Ability to cancel appointments related to shelter medical follow‐ups
- Ability to follow established scheduling protocols
- Ability to escalate conflicts as needed
- Ability to collect adopter paperwork including consent forms
- Ability to collect adopter paperwork including medical histories
- Ability to ensure completeness and accuracy of collected paperwork
- Ability to perform heavy data entry within practice management and shelter software systems
- Ability to gather required information by physically moving throughout the facility
- Ability to locate medical records
- Ability to locate animal data
- Ability to scan, upload, and archive documentation according to retention standards
- Ability to serve as a point of contact between adopters and the medical team
- Ability to relay medical instructions and approved information accurately
- Ability to document adopter and owner communication in accordance with legal requirements
- Ability to document adopter and owner communication in accordance with veterinary medical best practices
- Ability to prepare discharge instructions
- Ability to prepare consent forms
- Ability to prepare educational materials for adopters
- Ability to support medication pick‐up and discharge processes
- Ability to escalate all clinical questions to licensed medical staff
- Ability to follow scripts and protocols strictly
- Ability to provide accurate information regarding shelter medical services
- Ability to provide accurate information regarding shelter policies
- Ability to provide accurate information regarding post‐adoption procedures
- Ability to confirm, reschedule, and cancel appointments related to shelter medical follow‐ups
- Ability to follow established scheduling protocols
- Ability to escalate conflicts as needed
- Ability to maintain strict confidentiality of veterinary medical records
- Ability to maintain strict confidentiality of customer/client data
- Ability to maintain strict confidentiality of NHS animal cruelty investigations
- Ability to adhere to shelter policies related to safety
- Ability to adhere to shelter policies related to sanitation
- Ability to adhere to shelter policies related to infection control
- Ability to adhere to shelter policies related to animal handling
- Ability to uphold customer service standards
- Ability to uphold anti‐harassment standards
- Ability to uphold inclusive service standards
- Ability to de‐escalate tense situations with empathy and professionalism
- Ability to manage frequent interruptions while maintaining accuracy and attention to detail
- Ability to participate in onboarding and ongoing training
- Ability to follow established workflows and procedures
- Ability to provide feedback to supervisors to improve documentation accuracy
- Ability to provide feedback to supervisors to improve operational efficiency
- Ability to maintain a professional yet practical appearance
- Ability to wear full‐length pants
- Ability to wear closed‐toe shoes
- Ability to wear protective gear such as gloves or gowns when needed
- Ability to work in an office setting within a veterinary clinic
- Ability to work in an animal shelter
- Ability to work in an environment where animals may exhibit unpredictable behavior
- Ability to follow all safety protocols for handling and restraint
- Ability to work in a moderate to high noise environment
- Ability to multitask
- Ability to adapt to changes involving processes and situations
- Ability to be flexible in scheduling
- Ability to work occasional evening or weekend shifts
- Ability to work Monday through Friday, 8:00 a.m. to 5:00 p.m.
- Ability to work Monday through Friday, 7:30 a.m. to 4:30 pm
- Ability to provide high‐volume front‐line support for the shelter's medical operations
- Ability to focus on data accuracy
- Ability to focus on adopter follow‐up
- Ability to provide phone‐based client support
- Ability to adhere to established procedures
- Ability to manage documentation
- Ability to answer inquiries
- Ability to route communication
- Ability to complete extensive data entry both at the computer and within the facility
- Ability to provide empathetic, non‐judgmental service to pet owners
- Ability to respect diverse backgrounds
- Ability to respect financial circumstances
- Ability to respect lifestyles
- Ability to communicate with adopters and clients in person
- Ability to communicate with adopters and clients by phone
- Ability to communicate with adopters and clients via email
- Ability to communicate with professionalism and consistency
- Ability to answer a high volume of incoming phone calls daily
- Ability to respond to general medical inquiries
- Ability to route questions to the appropriate department or staff member
- Ability to schedule a limited number of post‐adoption rechecks and procedures
- Ability to confirm appointments related to shelter medical follow‐ups
- Ability to reschedule appointments related to shelter medical follow‐ups
- Ability to cancel appointments related to shelter medical follow‐ups
- Ability to follow established scheduling protocols
- Ability to escalate conflicts as needed
- Ability to collect adopter paperwork including consent forms
- Ability to collect adopter paperwork including medical histories
- Ability to ensure completeness and accuracy of collected paperwork
- Ability to perform heavy data entry within practice management and shelter software systems
- Ability to gather required information by physically moving throughout the facility
- Ability to locate medical records
- Ability to locate animal data
- Ability to scan, upload, and archive documentation according to retention standards
- Ability to serve as a point of contact between adopters and the medical team
- Ability to relay medical instructions and approved information accurately
- Ability to document adopter and owner communication in accordance with legal requirements
- Ability to document adopter and owner communication in accordance with veterinary medical best practices
- Ability to prepare discharge instructions
- Ability to prepare consent forms
- Ability to prepare educational materials for adopters
- Ability to support medication pick‐up and discharge processes
- Ability to escalate all clinical questions to licensed medical staff
- Ability to follow scripts and protocols strictly
- Ability to provide accurate information regarding shelter medical services
- Ability to provide accurate information regarding shelter policies
- Ability to provide accurate information regarding post‐adoption procedures
- Ability to confirm, reschedule, and cancel appointments related to shelter medical follow‐ups
- Ability to follow established scheduling protocols
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