Veterinary Administrative Jobs (NOW HIRING)

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Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Medical Office Assistant
Job Summary:
The School of Veterinary Medicine, UW Veterinary Care (UWVC) Hospital is excited to welcome a Medical Records Specialist - Generalist to our exciting and evolving Medical Records team. This position will support the efficient and accurate management of medical records during an organizational transition from hybrid paper/electronic records to a fully paperless system.
This position is responsible for referral coordination, post-appointment chart processing, medical records phone queue coverage, document scanning, and paper chart management. The role requires strong attention to detail, excellent communication skills, and the ability to prioritize tasks in a fast-paced clinical environment. The Generalist is the department's primary continuity role and provides essential cross-coverage when team members are absent.
As UW Veterinary Care continues its transition to a fully paperless electronic medical record (EMR) system, and further integrates electronic referral and client communication platforms, the duties and responsibilities of this position may evolve to support these operational changes.
This position is full-time, 100% FTE / 40 hours a week.
The anticipated schedule for this vacancy is Monday - Friday, from 8:00am - 5:00pm, with a 60-minute unpaid lunch. (Additional option for a 30-minute unpaid lunch and working hours from 8:00am - 4:30pm as well.)
Key Job Responsibilities:

• Provides day-to-day operational support to medical work unit personnel (40%)

• Receives, submits, and responds to inquiries according to established policies and procedures (40%)

• Prepares documents for patient admissions and appointments (10%)

• Serves as front desk staff within a healthcare facility or clinic (5%)

• Greets patients, schedules appointments, maintains calendars, schedules tests, and makes referrals according to instructions (5%)

Department:
School of Veterinary Medicine
UW Veterinary Care (UWVC) Hospital
Medical Records Team
Compensation:
The starting hourly rate for the position is $20.00 (but is negotiable based on experience and qualifications).
UW Veterinary Care offers competitive wages (including night and weekend differential, if applicable), outstanding employee benefits https://hr.wisc.edu/benefits/new-employee-benefits-enrollment/benefits-for-employees-covered-by-the-wrs/ ample paid time off https://hr.wisc.edu/benefits/leave/paid-leave/ , financial support for continuing education and pursuing specialty certification, referral bonuses, an annual shoe allowance, and a yearly provision of hospital-branded clothing.
Required Qualifications:

• Experience in a medical, veterinary, administrative, or records environment
• Strong computer skills and ability to learn and navigate EMR systems
• Excellent organizational skills and high attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple tasks in a dynamic clinical setting

Preferred Qualifications:

• Previous experience in veterinary or medical records management
• Familiarity with EMR systems such as HealthLink, Stringsoft or Instinct
• Experience with document scanning and digital record workflows
• Knowledge of confidentiality and medical privacy standards
• Demonstrated effectiveness in collaborating with clinical and administrative teams

Education:
High School Diploma Required
Associates Degree Preferred
How to Apply:
Begin the online application process by clicking the 'Apply' button. You will be asked to submit a current resume.
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment.
Contact Information:
Hiring Manager: Michelle Albino, Client Services Supervisor, mpalbino@wisc.edu
Human Resources Support: April Schulz, HR Manager, ajschulz2@wisc.edu
Institutional Statement on Diversity:
Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.
The University of Wisconsin-Madison is an Equal Opportunity Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.
To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
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