Equine Internal Medicine Office Assistant - Hagyard Equine Medical Institute

At PetVet Care Centers, our mission is to improve the lives of animals and people — providing exceptional and compassionate care at every stage — for all the moments that matter.

Because life is better with pets.

We deliver the Ultimate Care Experience — every pet, every client, every time. That starts with a Culture of Care that supports our team members as much as the pets and clients we serve.

With more than 400 locally led hospitals and over 11,000 team members nationwide, we offer:

• Local autonomy with national support
• Career mobility and development opportunities
• A collaborative, inclusive environment where your wellbeing comes first

You care for pets. We care for you.

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Position Overview

Hagyard Equine Medical Institute in Lexington, Kentucky, is an internationally recognized leader in equine medicine, combining cutting-edge technology with a collaborative team dedicated to advancing equine health and performance.

Key Responsibilities

• Reception
  • Provide telephone support for medicine, answering emergency and non-emergency related. calls, scheduling appointments and liaison with referring Veterinarians and clinics.
  • Prepare and distribute daily census reports in a timely manner.
  • Send reports and information requested by insurance companies.
  • Create and update owner/patient files.
  • File patient files & field tickets.
  • Maintain the appearance and cleanliness of the reception area.
  • Report any required repairs or office supply needs to the Office Manager.
  • Liaison with Medicine Interns and assist with questions and facility protocol.
  • Send out patient discharge letters to owners, agents and referring veterinarians.
  • Liaison with barn staff regarding patient charts, data entry and procedure inquiries.
  • Assist barn staff and interns with invoice and patient set up in HVMS system.
  • Assist Office Manager, Primary Office Assistant and Billing Coordinator as directed.
  • Special projects as assigned.
• Billing
  • Assist with ordering and sending daily patient financial updates.
  • Assist with invoicing and preparing field tickets for doctor review.
  • Collect payments & deposits as directed by Billing Coordinator & Office Manager.

Expectations

• To treat other people with respect and consideration regardless of their status or position.
• To be dependable and punctual on working hours scheduled and to be willing to stay beyond scheduled hours if needed.
• To be a self-starter and take the required initiative to perform all tasks successfully.
• To obtain required knowledge and skills relevant to the job responsibilities.
• To assist in achieving and maintaining high quality standards in the overall care and needs of patients.
• To maintain confidentiality with regards to client, doctor and patient information.
• To conduct oneself professionally as a representative of Hagyard Equine Medical Institute refraining from inappropriate language and behavior.
• To constructively communicate progress, problems or other issues requiring attention to the appropriate supervisor, doctor or member of management.
• To offer solutions and demonstrate a positive attitude when dealing with clients, supervisors, doctors, management, other team members, and outside vendors or suppliers.
• To maintain a professional appearance and a courteous attitude.
• To maintain a clean/sanitary and well-organized work/service area at all times.
• To contribute to the overall team by utilizing your skills and knowledge to achieve performance excellence.

Performance Abilities

• Professional demeanor
• Respects confidentiality of client/patient data.
• Strong oral communication skills.
• Strong customer service skills.
• Strong computer skills.
• Detail oriented and able to take directions.
• Organized, dedicated, friendly and responsible.
• Punctual and low absenteeism.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Applicants must be 18 years of age or older to be considered for this position
• Capable of multi-tasking and utilizing multi-line phone system.
• Innovative, self-motivated, pleasant and polite personality, works well individually or as directed.
• Excellent computer skills- proficient with Microsoft programs.
• Medical terminology and knowledge of the equine and thoroughbred industries helpful.
• Customer-focused, professional.
• Good organizational skills.
• Effective communicator.
• Ability to lift more than 10 lbs.
• Medical terminology and knowledge of the equine and thoroughbred industries are preferred but not required.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

All of the work time is spent in the office area.

No exposure to blood, body fluids, or tissues

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is:

• Frequently (approximately 90% of the daily work) required to use arms, hands and fingers for computer work.
• Frequently required to talk and hear while communicating in person and via the telephone,
• Frequently required to sit for long periods of time,
• Occasionally required to stand and walk.

Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

Schedule

• Sunday- Thursday from 8:00 a.m. to 4:00 p.m.
• Overtime as directed. Weekends as needed.
• All time off to be pre-approved by McGee Medicine Center Office Manager.

What We Offer
We care deeply about supporting our team members — professionally and personally. Benefits include:

• Medical, dental, and vision insurance
• Paid Parental Leave (birth, adoption, foster)
• 401(k) with discretionary contribution
• Team Member Pet Discounts
• Emotional wellbeing support — including Calm app access and 24/7 EAP
• CE stipends and career development resources
• Grant Circle — a relief fund for team members facing personal hardship
• Local hospital culture backed by national resources