Key Responsibilities and Required Skills for Veterinary Surgery Coordinator

🎯 Role Definition

The Veterinary Surgery Coordinator is a clinical operations professional who manages end-to-end surgical workflow in a veterinary practice or hospital. This role ensures patient safety and efficient use of surgery suites by coordinating scheduling, case preparation, sterile processing, anesthesia and recovery logistics, client communication, documentation, and cross-functional team collaboration. The Coordinator acts as the operational hub between veterinarians, veterinary technicians, reception, and clients to optimize surgical throughput, quality of care, and regulatory compliance.

📈 Career Progression

Typical Career Path

Entry Point From:

Veterinary Assistant with surgery/clinical experience
Licensed Veterinary Technician (LVT/RVT/CVT) transitioning to operations
Surgical Technician or Anesthesia Technician

Advancement To:

Surgical Services Manager / Lead Coordinator
Clinical Operations Manager or Practice Manager
Director of Nursing / Head of Veterinary Services

Lateral Moves:

Emergency/ICU Coordinator
Anesthesia Supervisor
Inventory / Purchasing Coordinator

Core Responsibilities

Primary Functions

Coordinate the surgical schedule across multiple exam rooms and operating suites, optimizing case flow by balancing surgeon availability, anesthesia staffing, equipment needs, and recovery capacity to minimize turnover and maximize surgical utilization.
Serve as the primary point of contact for surgical case intake: review medical records, verify pre-operative diagnostics, obtain informed client consent, confirm fasting and medication instructions, and communicate pre-op expectations and financial estimates to owners.
Prepare and maintain sterile surgical packs and instrument sets according to manufacturer recommendations and facility SOPs; track sterilization cycles, log autoclave records, and ensure traceability for regulatory audits and infection control.
Liaise with veterinarians to assess case complexity and required surgical assistants, anesthesia plans, and special equipment (e.g., endoscopes, orthopedic sets, laser), and assign appropriately trained staff.
Oversee perioperative anesthesia monitoring and documentation, ensuring anesthesia records are complete, drugs are dosed and logged, and monitoring equipment (capnography, ECG, pulse oximetry, blood pressure) is calibrated and available.
Manage post-operative recovery protocols, including pain management plans, assisted recovery instructions, monitoring of vital signs, and handoff procedures to ward or discharge staff to ensure continuity of care.
Maintain accurate and timely electronic medical records (EMR) for all surgical cases, including intra-operative notes, anesthesia logs, surgical counts, pathology submissions, and postoperative instructions for clients.
Implement and enforce surgical safety protocols such as surgical counts, time-outs, aseptic technique, sharps handling, and controlled substance handling to reduce errors and maintain compliance with state and federal regulations.
Coordinate diagnostic sample handling: label, process and transport surgical biopsies, cytology, cultures, and lab work; ensure chain of custody, proper documentation, and timely submission to internal or external labs.
Manage surgical inventory and supplies — forecast needs, place purchase orders, receive shipments, reconcile invoices, and maintain par levels for disposables, implants, sutures, and specialty items to prevent case delays.
Train, mentor, and schedule veterinary technicians and assistants for surgical shifts; develop onboarding and competency checklists for sterile technique, anesthesia monitoring, and OR protocols to maintain high clinical standards.
Troubleshoot and coordinate preventive maintenance or repairs for surgical equipment (autoclaves, anesthesia machines, electrosurgical units, monitoring devices) and escalate to vendors when needed to minimize downtime.
Oversee billing capture and charge reconciliation for surgical procedures, implants, and consumables; work with reception and billing teams to ensure accurate case estimates and follow-up on unpaid surgical balances.
Act as the escalation point for intra-operative issues and emergency cases; coordinate with ER/critical care teams to reprioritize cases and redeploy staff when clinical acuity changes.
Maintain and update SOPs, checklists, and workflow documentation for surgical services; participate in quality assurance initiatives, root cause analyses of surgical incidents, and continuous improvement projects.
Prepare regular reports and metrics for leadership on surgical volume, case mix, turnover times, complication rates, inventory spend, and staffing efficiencies to inform operational decisions.
Ensure compliance with OSHA, EPA, and local regulatory requirements for hazardous waste, sharps disposal, infection control, and controlled substance storage and documentation.
Coordinate communication with pet owners pre- and post-operatively, delivering clear discharge instructions, pain control plans, and emergency contact procedures; proactively follow up on post-op complications or concerns.
Collaborate with specialty services (orthopedics, dentistry, soft tissue, oncology) to schedule multi-disciplinary cases, coordinate implants and specialty instruments, and ensure specialists have patient histories and diagnostics in advance.
Manage surgical consent and authorization processes for high-cost or high-risk procedures; verify insurance information when applicable and assist clients navigating estimates and payment options.
Lead patient safety initiatives such as surgical site infection prevention programs, antimicrobial stewardship in the perioperative setting, and staff vaccination/training compliance.
Coordinate student and extern rotations in the OR when affiliated with training programs; provide structured learning objectives, supervise clinical tasks, and evaluate competency acquisition.
Participate in care coordination for complex cases requiring hospitalization, transfer, or referral; prepare discharge summaries and connect owners with follow-up care or home nursing needs.
Maintain confidentiality and professional handling of sensitive client and patient information, ensuring EMR access is audited and access is appropriate for role.

Secondary Functions

Assist with facility-level scheduling and optimization projects beyond surgery, including allocation of exam rooms and diagnostic workflows.
Support inventory audit cycles and participate in vendor contract negotiations to secure favorable pricing and reliable supply chains.
Provide cross-coverage for reception or inpatient nursing duties during peak periods to maintain service continuity.
Contribute to marketing and client education initiatives by drafting clear pre- and post-operative care guides, FAQs, and consent form language that reduce client confusion and phone calls.
Participate in staff training sessions on emergency response, CPR for animals, and updates to clinical protocols or EMR features relevant to surgical care.
Support quality improvement by tracking KPIs, running data exports from practice management systems, and presenting findings in leadership meetings.
Assist in creating and maintaining implant and instrument logs for traceability in orthopedic and dental procedures.
Coordinate with IT and EMR vendors to improve surgical templates, consent form workflows, and inventory integration for more accurate charge capture.

Required Skills & Competencies

Hard Skills (Technical)

Surgical scheduling & case flow optimization — experience using practice management software (Avimark, Cornerstone, ImproMed, ezyVet, Cornerstone, VetBlue) to build and manage multi-provider OR schedules and block times.
Perioperative and anesthesia monitoring — competency with anesthesia protocols, drug dosing, intubation, ventilator basics, and use of monitoring equipment (ECG, capnography, SpO2, NIBP).
Sterile processing and instrument sterilization — autoclave operation, sterilization validation, instrument care, OR pack assembly, and infection prevention best practices.
EMR documentation & record management — accurate charting of surgical notes, anesthesia records, surgical counts, consent forms, and pathology submissions within electronic medical records.
Inventory management & purchasing — forecasting, par level setting, purchase order generation, receiving, and reconciliation; experience with inventory modules in practice management systems.
Controlled substance handling & regulatory compliance — secure storage, logbooks, ordering, diversion prevention, and DEA/State veterinary board compliance.
Surgical instrumentation familiarity — knowledge of common soft tissue, orthopedic, and dental instrument sets, suture materials, implants, and specialty equipment.
Quality assurance & metrics reporting — ability to extract surgical throughput, complication rates, and inventory spend metrics and present actionable insights.
Billing & charge capture for surgical services — ensure accurate posting of procedure codes, implants, and consumables; familiarity with insurance estimate processes is a plus.
Laboratory and pathology logistics — specimen labeling, submission protocols, and working knowledge of cytology/biopsy handling for surgical cases.
Equipment troubleshooting & vendor coordination — coordinate service and calibration for autoclaves, anesthesia machines, and monitoring devices.
Basic life support for animals — training in veterinary CPR, emergency airway management, and critical patient stabilization.

Soft Skills

Clear, empathetic client communication — explain complex surgical plans, risks, costs, and post-op care in plain language to pet owners.
Strong organizational and multitasking ability — manage multiple concurrent cases, staff assignments, and equipment needs with calm prioritization.
Leadership and team coordination — coach and motivate veterinary technicians, delegate tasks, and maintain morale during high-volume surgical days.
Attention to detail — accuracy in medication dosing, surgical counts, documentation, and inventory reconciliation to reduce errors.
Problem-solving and critical thinking — rapidly triage unexpected intraoperative issues, equipment failures, or staffing shortages and implement solutions.
Time management and prioritization — schedule optimization and turnaround time reduction while ensuring clinical safety.
Conflict resolution and professionalism — manage disagreements between staff or difficult client interactions while maintaining care quality.
Training and mentoring skills — develop competency-based training plans and evaluate staff readiness for OR responsibilities.
Adaptability and resilience — thrive in a clinic environment with unpredictable caseloads and shifting priorities.
Data literacy — interpret operational metrics, use EMR reporting tools, and translate data into process improvements.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent with documented clinical surgery experience; or
Associate degree and/or certification as a Veterinary Technician (RVT/CVT/LVT) preferred in most practices.

Preferred Education:

Associate or Bachelor's degree in Veterinary Technology, Animal Science, or Healthcare Administration.
Certification or licensure as a Veterinary Technician (RVT/CVT/LVT) is strongly preferred.
Additional coursework or certificates in practice management, supply chain, or sterile processing are advantageous.

Relevant Fields of Study:

Veterinary Technology / Veterinary Nursing
Animal Science / Biology
Healthcare Administration / Practice Management

Experience Requirements

Typical Experience Range: 2–5 years of progressive clinical veterinary experience, including at least 1–2 years of direct surgical or anesthesia coordination responsibility.

Preferred: 3+ years coordinating surgical services in a multi-doctor practice or specialty hospital, with documented experience in sterile processing, anesthesia monitoring, inventory management, and EMR-driven scheduling.

If you’d like, I can adapt this job description for a specific region, replace software mentions with your clinic’s systems, or produce a concise one-page summary for job boards (Indeed, LinkedIn, Glassdoor) optimized for posting.