[Hiring] Medical Records Specialist @Pets Sanctuary

Role Description

As a Medical Records Specialist, you will manage veterinary medical documentation for animals supported by Pets Sanctuary, including:

• Medical histories
• Vaccination records
• Diagnostic reports
• Treatment summaries
• Other health-related documents

You will help maintain complete and reliable records by:

• Obtaining missing documentation
• Identifying discrepancies
• Ensuring that medical information is handled appropriately and made available to authorized individuals when needed

Qualifications

• Minimum 2 years of experience in medical records, records administration, healthcare administration, veterinary administration, or a related field
• Strong organizational skills and excellent attention to detail, with the ability to maintain accurate and complete records
• Comfortable working with digital documents, electronic records systems, spreadsheets, and cloud-based storage platforms
• Strong written and verbal communication skills, particularly when requesting documentation and following up with external providers
• Ability to review records carefully, identify missing or inconsistent information, and maintain reliable documentation
• Understanding of confidentiality and the responsible handling of medical and personal information
• Strong follow-through and the ability to manage multiple documentation requests and deadlines independently

Requirements

• Receive, organize, classify, and maintain veterinary medical records for animals supported by Pets Sanctuary
• Maintain accurate animal medical histories, including vaccination records, laboratory results, diagnostic reports, medication histories, surgical records, and discharge summaries
• Review incoming documents to ensure they are legible, correctly identified, and associated with the appropriate animal
• Identify missing, duplicate, outdated, or incorrectly attributed medical documents and arrange for appropriate follow-up
• Request outstanding medical records from veterinary clinics, animal shelters, rescue partners, and other authorized sources
• Retrieve and compile existing medical documentation for authorized veterinary consultations, referrals, transfers of care, and adoption-related requirements
• Track outstanding medical documentation requests and follow up with the relevant parties until the necessary records have been received
• Review animal medical histories for gaps in documentation, such as missing vaccination certificates, diagnostic reports, or treatment summaries
• Ensure that corrected or updated medical documents are properly filed while preserving the integrity of original clinical records
• Maintain appropriate chronological records so that an animal’s medical history can be reviewed clearly and accurately
• Handle veterinary records and associated owner or caregiver information in accordance with applicable privacy requirements and organizational confidentiality policies
• Ensure medical documentation is shared only with authorized individuals and organizations and is stored, transferred, and retained appropriately
• Report suspected record discrepancies, missing documents, or confidentiality concerns through the appropriate channels