Shelter Medicine Clinical Assistant

The Shelter Medicine Clinical Assistant works alongside the Shelter Medicine doctors, practitioners, and foster coordinators 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 veterinary terminology, medical protocols and be able to apply such protocols appropriately. The clinical assistant will also collaborate with the Foster Department by managing medical cases in foster homes.  

Essential Duties and Functions: 

Key Responsibilities 

• Read and review patients records from source shelters 
• Prepare intake paperwork to ensure animals receive appropriate vaccines, dewormers, and flea preventatives in accordance with Shelter Medicine Preventative Care Protocols at time of exam 
• Enter all patient data, vaccines, treatments, and follow-up care into the appropriate medical record system 
• Create medical records for surgery patients from partner shelters 
• Invoice partner shelters for surgeries performed by the Shelter Medicine Department 
• Prepare and maintain surgical records for animals scheduled for routine spay/neuter, dentals, and special procedures 
• Scan and attach all medical records into each patient’s digital medical file 
• Schedule post-operative medications, treatments, and rechecks for further care 
• Scribe and document exam notes in patient’s medical record as needed for doctors and practitioners 
• Assist team with daily surgery scheduling 
• Assist veterinarians and practitioners during medical foster appointments by safely restraining animals, scribing medical notes, and performing prescribed treatments, including administration of oral medications and subcutaneous injections 
• Coordinate and communicate with foster parents, adopters, and cross-functional departments to schedule medical examinations and surgical procedures in a timely and organized manner 
• Write and fill prescriptions ensuring accuracy and compliance with veterinary guidelines 
• Communicate with adopters and foster parents as needed regarding prescription instructions and clarifications 
• Maintain detailed patient records of all prescriptions filled and dispensed 
• Comply with all laws pertaining to controlled substances, record keeping, and drug logs 
• Other duties as assigned 

Clinical Skills 

• Able to read medical records 
• Demonstrate an understanding of medical math 
• Perform basic physical exams and recognize normal and abnormal parameters in a variety of canine and feline patients with familiarity of veterinary terminology and abbreviations  
• Accurately record all treatments, examinations, test results, procedures etc. on computerized patient charts and other medical records  

Client Communication 

• Coordinate communication between departments and other stakeholders 
• Model and encourage the humane treatment of animals, providing positive welfare and minimizing fear, anxiety, stress and pain 
• Provide quality customer service to adopters, volunteers, and staff while actively promoting our mission, services, programs and events. 
• Promote donation and giving opportunities as appropriate 
• Support the setting and implementation of standards in cooperation with the Source-to-Home team regarding best practices for shelter animal care and adoptions 

• Minimum of one year experience working in a veterinary clinic 
• Minimum of one year working in an administrative role 
• Commitment to the mission, vision, values, and success of the SF SPCA 
• Strong planning, critical thinking and problem-solving skills 
• Able to make decisions and explain rationale behind actions taken 
• Able to embrace and foster change; able to see value in experimentation 
• Able to communicate effectively verbally and in writing 
• Proficiency in taking detailed and accurate medical notes 
• Able to acquire knowledge and learn new skills; committed to life-long learning 
• Self-motivated, able to initiate and complete tasks alone or as part of a team 
• 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; comfortable working in a paperless environment 
• Knowledge of normal cat and dog behavior 
• Knowledge of low stress handling and restraint techniques 
• Knowledge of commonly used veterinary terminology and abbreviations  
• 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  
• Compassionate and empathetic approach to animal care and client interactions  

Salary & Benefits 

The starting salary for this position depends on the depth and breadth of experience. The expected range is $28 - $33 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 
• Lifestyle Spending Account 
• Mental health and wellbeing support with Talkspace 
• Discounts on retail and pet supplies 
• Discounts on veterinary care at our SF SPCA Veterinary Hospital and Clinic 

The SF SPCA is an Equal Opportunity Employer. This job description 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.