[Hiring] Wildlife Hotline & Patient Records Coordinator @Carolina Waterfowl Rescue

Role Description

Carolina Waterfowl Rescue is seeking a reliable, compassionate, and detail-oriented Wildlife Hotline & Patient Records Coordinator to join our team. This full-time remote position combines after-hours wildlife hotline support with patient record management and data entry. The person in this role will serve as an important connection between the public, our rescue team, transport volunteers, and the animals receiving care. The position is ideal for someone who is comfortable working independently, communicating with people during stressful situations, navigating computer systems, and handling detailed medical and animal-care information with accuracy and discretion. The successful candidate must be comfortable working nights, weekends, holidays, and other nontraditional hours.

Primary Responsibilities

• Wildlife Hotline
  • Answer and monitor the Carolina Waterfowl Rescue hotline during assigned evening, weekend, and holiday hours.
  • Respond to members of the public seeking assistance with injured, orphaned, displaced, or otherwise compromised wildlife and animals.
  • Gather accurate information about the animal, including species, location, condition, circumstances, photographs, and the caller's contact information.
  • Provide appropriate instructions to callers regarding safe containment and immediate care while transport or further assistance is arranged.
  • Coordinate with designated staff and transport volunteers to facilitate the animal's safe transfer to the rescue.
  • Document hotline calls, outcomes, and relevant case information in the patient management system.
  • Recognize situations requiring escalation to designated rescue personnel or veterinary staff.
  • Maintain a calm, professional, and compassionate demeanor when speaking with members of the public who may be distressed or unfamiliar with wildlife emergencies.
• Patient Records & Data Entry
  • Enter new animal intakes and update existing patient records in the rescue's patient management database.
  • Review patient records for completeness and accuracy.
  • Enter treatments, medications, procedures, observations, weights, diagnoses, and other care information provided by authorized staff and veterinarians.
  • Upload and organize photographs and other documentation associated with individual patients.
  • Maintain accurate chronological records of an animal's care from intake through rehabilitation and disposition.
  • Prepare patient records and appropriate documentation for individuals who have brought animals to the rescue, as directed by rescue policy.
  • Produce and transmit completed records securely to the appropriate recipient.
  • Ensure information is entered consistently and accurately so that records can be used by rehabilitation staff, management, and veterinary personnel.
  • Assist with data cleanup, record reconciliation, and other administrative projects as needed.
• Communication & Team Coordination
  • Communicate effectively with rehabilitation staff, management, transporters, volunteers, and veterinary personnel.
  • Ensure important information received through the hotline is communicated to the appropriate team members.
  • Maintain accurate documentation of unresolved cases and follow-up needs.
  • Follow established rescue protocols regarding intake, transport, medical concerns, euthanasia decisions, transfers, and other situations requiring staff authorization.
  • Maintain confidentiality of patient, donor, volunteer, staff, and caller information.
  • Work independently while remaining responsive and accountable to the rescue's management team.

Qualifications

• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to remain calm and professional in stressful situations.
• Strong computer and data-entry skills.
• Ability to learn and navigate a patient management/database system.
• Ability to organize and prioritize multiple cases and incoming requests.
• Reliable internet connection and a suitable workspace for remote work.
• Ability to work independently with minimal direct supervision.
• Willingness and ability to work nights, weekends, holidays, and other after-hours shifts.
• Commitment to animal welfare and the mission of Carolina Waterfowl Rescue.

Requirements

• Experience with animal shelters, wildlife rehabilitation, veterinary medicine, veterinary reception, animal rescue, or nonprofit organizations is helpful.
• Experience working with medical or veterinary records.
• Experience with database management or electronic medical records.
• Familiarity with wildlife species, basic animal handling principles, or wildlife rehabilitation.
• Previous experience working in a remote customer service, dispatch, call-center, veterinary, or administrative position.

Benefits

• 401(k)
• Free uniforms
• Paid time off
• Training & development