Medical Records Specialist

Pets Sanctuary works with veterinary professionals, pet owners, foster families, shelters, and rescue partners to support the health and well-being of animals. Accurate veterinary records are an important part of that work, helping ensure that essential medical information is available when animals need care, move between providers, or enter new homes.

About the Role:
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, and other health-related documents. You will help maintain complete and reliable records by obtaining missing documentation, identifying discrepancies, and ensuring that medical information is handled appropriately and made available to authorized individuals when needed.

Key Responsibilities:

• 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• Identify missing, duplicate, outdated, or incorrectly attributed medical documents and arrange for appropriate follow-up.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.

Requirements:

• 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.