Clinic Data Entry
Austin Pets Alive!
Austin, TX
clinic
data
data entry
data
data entry
apa
clinic
animals
manager
training
medical
level 1
management
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January 13, 2023
Austin Pets Alive!
Austin, TX
FULL_TIME
Clinic Data Entry Specialist
APA! BACKGROUND: Austin Pets Alive! (APA!) is one of Austin’s most dynamic and best-loved nonprofits. The organization is the leader in the no-kill movement nationally and is considered a national thought leader in animal welfare. APA! locally rescues, treats, and adopts out 10,000 homeless dogs and cats each year, providing the safety net for Austin’s most at-risk shelter pets, which helps Austin to be a no-kill city, while also assisting other communities in saving homeless animals. The organization is distinguished by the scrappiness of its grassroots, non-traditional community-based animal rescue work. The organization continues to innovate best practices to save sheltered lives and teaches its renowned no-kill lifesaving model to 400 students annually, who attend apprenticeships at APA!’s Maddie’s® Lifesaving Academy, and to hundreds of animal welfare professionals who attend the organization’s annual American Pets Alive! conference.
ESSENTIAL FUNCTIONS:
- Data entry will include the completion of clinic data that will need to be input into ShelterLuv
- Data entry of the following: check distemper clearance list, HW treatment list, general data entry, surgical data entry
- Data entry and quality check training of all data entry tasks will be provided by the current data entry specialist
- Perform other related duties as assigned
- Duties may differ slightly from this Job Description; all duties are outlined by the Clinic Manager, Clinic Team Manager, or another individual designated by APA!
- Send a detailed EOD report daily to supervisors
OTHER FUNCTIONS:
- Attend and participate in all required training sessions and meetings
- Maintain open and consistent communication with Data Entry Lead, Clinic Team Manager, and Clinic Program Manager
- Able to react to change productively and perform other related duties as assigned
- Able to work evenings, weekends, and holidays as needed
QUALIFICATIONS, SKILLS, & EXPECTATIONS:
- ShelterLuv account and access to a document scanner to be able to enter treatments, vaccines, diagnostics tests, or any medical information required for ShelterLuv profiles
- Must embody APA!'s core values of innovation, respect, drive, resourcefulness, and inclusion
- Commitment to APA!'s customer experience expectations
- Willing and committed to working well with volunteers and staff in all roles
DUTIES AND RESPONSIBILITIES:
(Work assignments vary and will be communicated to the applicant or incumbent by the supervisor.)
(Work assignments vary and will be communicated to the applicant or incumbent by the supervisor.)
LEVEL 1
Entry requirements:
- Ability to operate standard office equipment
- Organizational and time management skills
- Able to perform quality control and has good attention to detail
- Solid email etiquette and writing skills
- Type at 40wpm or faster
- Willing and committed to working well with clients, volunteers and staff in all roles
Skills to accomplish before moving to level 2:
- 6 months of experience in APA data entry or 2 years of experience in a comparative role.
- Full APA! software knowledge - ShelterLuv, Waitwhile, Google Suite.
- Full knowledge of internal communication channels and ability to disseminate relevant information to appropriate teams.
- Ability to monitor and track the status of animals and change statuses accordingly.
- Has a deep understanding of clinic protocols and functions.
- Proficient in all functions of ShelterLuv - including admin level edits/additions and report/template creation.
- Able to interpret and enter physical examinations and diagnostic findings from external specialists and vets.
- Understanding of protocols for legal action and release of animals from APA’s care in the case of unresponsive adopters.
- Ability to read through medical histories and understand physical examinations and findings.
- Training in scheduling special surgery appointments.
- Familiar with common data entry errors and knowledge of appropriate actions to rectify.
- Basic understanding of Clinic Services Coordinator duties.
- Demonstration of APA! Core Values.
Summary of duties:
- Enter treatments and notes from hospitalized patients.
- Enter surgery data from spay/neuter days.
- Book spay/neuter surgeries and follow up appointments.
- Enter intake exams.
- Clear or extend Distemper Watch patients based on health reports from caretakers.
- Follow up with Heartworm positive patients to schedule treatment.
- Answer basic questions and provide information to the public on APA! Medical Clinic policies and procedures or refer them to the correct channels if unable.
LEVEL 2
Skills to accomplish before moving to level 3:
- 2 years of experience in APA data entry.
- Deep understanding of all aspects of data entry within APA! including processes of other departments.
- Complete understanding of Clinic Services Coordinator role.
- Ability to cover Clinic Services Coordinator duties as needed.
- Familiar with SOP structure and assist with writing protocols to streamline data entry tasks.
- Training in de-escalation and conflict resolution techniques.
- Ability to address client complaints and find resolutions with minimal assistance from management.
- Familiarity with APA’s daily EODs from different departments and understanding of necessary quality control checks.
Summary of duties:
- All duties identified in Level 1.
- Train level 1 Data Entry employees in corresponding duties.
- Track no-show appointments and schedule follow ups as necessary.
- Schedule special surgery appointments appropriately based on animal health.
- Communicate data entry errors to other staff members and suggest appropriate actions to rectify.
- Run reports in ShelterLuv.
- Enter physical examinations and diagnostic findings from external specialists and vets.
- Answer complex data questions and provide all necessary information to the public on APA! Medical Clinic policies and procedures.
- Collect evidence and process animals that want to pursue spay/neuter at private DVM.
- Send follow up communications, legal letters and release animals to unresponsive adopters.
LEVEL 3: LEAD DATA ENTRY SPECIALIST
Summary of duties:
- All duties and responsibilities identified in Level 1 and 2.
- Train level 1 and level 2 Data Entry employees in corresponding duties.
- Review daily EODs and identify data errors and rectify as necessary.
- Cover Clinic Services Coordinator duties as needed.
- Identifies areas of improvement in the clinic and takes initiative in improving processes to increase data entry efficiency.
- Develops and writes new protocols to streamline data entry tasks.
- Train Clinic Service Coordinator on protocols, data entry, and record management.
- Works on site >20% of weekly hours to connect with staff and management on data entry processes and provide training to onsite staff.
- Writing and conducting data entry staff performance reviews with clinic management.
- Present for all data entry staff disciplinary action.
PHYSICAL JOB REQUIREMENTS:
- When onsite, must be able to work around animals (including diseased, injured, and/or potentially aggressive animals), loud noises, chlorine or other chemicals, and inclement weather
- Potential for prolonged periods of sitting at a desk and working on a computer
WORK ENVIRONMENT:
- Occasional after-hours or weekend work may be required to support program needs
- Work is normally performed inside; some outside work is required
- Work is to be performed remotely
TIME COMMITMENT:
This is a part-time, nonexempt position consisting of five eight-hour shifts or four ten-hour shifts per week.
WORKING RELATIONSHIPS:
This position reports directly to the Clinic Manager, Team Manager, and Data Entry Lead or another individual designated by APA!
LOCATION(S):
- Remote
- May travel to other offsite locations as needed
BENEFITS:
Austin Pets Alive! is proud to offer a competitive benefits package for full-time employees, including up to 95% subsidy on employer sponsored medical coverage, up to 2% match on 401(K) retirement plan, subsidized and voluntary life insurance, voluntary dental, vision and short term disability options, all effective the first day of employment. We also offer voluntary wellness and emergency sick plans, supplemental benefits, subsidized pet insurance, flexible spending accounts and additional life coverage. Full-time employees receive 6 paid holidays and accrue 10 days paid time off during the first year of employment, with a third week of PTO accrual upon completion of 12 months of employment. Employee’s will also receive professional development opportunities through APA!’s ongoing mission to advance our animal welfare professionals in our life saving work.
EQUAL EMPLOYMENT OPPORTUNITIES AND ACCOMMODATIONS STATEMENT
Austin Pets Alive! is an equal employment opportunity employer and we value having staff who come from communities that are most impacted by the issues we engage on. We especially encourage people of color, LGBTQ people, women, transgender and gender non-conforming people, and people with disabilities to apply.
Austin Pets Alive! does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Austin Pets Alive! is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, community focus, and innovation.
Austin Pets Alive! is an equal employment opportunity employer and we value having staff who come from communities that are most impacted by the issues we engage on. We especially encourage people of color, LGBTQ people, women, transgender and gender non-conforming people, and people with disabilities to apply.
Austin Pets Alive! does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Austin Pets Alive! is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, community focus, and innovation.
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