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BluePearl Pet Hospital is now hiring for a professional, customer-service oriented Senior Referral Coordinator to join our team in Olympia, WA!

Schedule: 4 days a week, 10 hours a day (days to be determined)

Pay: $28/hour

Pay is dependent on experience and credentials.

Position Summary

The Senior Referral Coordinator partners closely with the Client Engagement Specialist (CES) to execute referral growth and local marketing initiatives that strengthen relationships with referring veterinarians and increase hospital awareness. This role is responsible for delivering an exceptional referral experience through referral operations, referral portal management, workflow optimization, data integrity, and relationship management. Approximately 60% of the role is dedicated to referral coordination responsibilities and 40% supports pDVM outreach, event execution, social media content gathering, and community marketing initiatives. The CES provides strategic direction while the Senior Referral Coordinator executes local initiatives and provides operational insights from the field.

Role Partnership Model

The Client Engagement Specialist (CES) and Senior Referral Coordinator operate as strategic partners. Together they support hospital growth by combining marketing strategy with operational excellence and consistent execution.

Client Engagement Specialist (CES) Owns

• Referral and marketing strategy.

• Annual and quarterly marketing planning.

• Hospital stakeholder relationships.

• PDVM outreach strategy and prioritization.

• Marketing campaigns and communications.

• Event strategy, promotion, budgeting, and ROI.

• Marketing analytics and reporting.

• Strategic recommendations and growth planning.

Senior Referral Coordinator Owns

• Referral operations and workflow management.

• Referral portal administration and optimization.

• Referral tracking accuracy and routine audits.

• Execution of pDVM outreach plans developed by the CES.

• Event logistics and onsite execution.

• Social media content gathering.

• Operational follow-up and action item completion.

• Market intelligence and feedback to support CES strategy.

Primary Responsibilities

Referral Coordination (60%)

Referral Relationship Management

• Serve as the primary operational contact for referring veterinary practices.

• Build and maintain strong relationships with assigned referral partners.

• Coordinate referral communication between referring veterinarians and clinicians.

• Support onboarding of new referring practices and clinician introductions.

• Ensure timely resolution of referral questions and operational concerns.

Referral Workflow & Data Integrity

• Maintain and improve in-hospital referral workflows.

• Perform routine audits to ensure referrals are accurately entered, assigned, and documented.

• Develop and reinforce standardized referral processes.

• Train hospital teams on referral workflows and documentation expectations.

• Identify workflow gaps and partner with hospital leadership to implement improvements.

• Monitor referral activity to ensure timely follow-up and appropriate case routing.

Referral Portal Management

• Serve as the primary administrator for the referral portal.

• Maintain accurate clinician, service, and hospital information.

• Manage portal users, access, and referral routing.

• Educate referring practices on portal functionality and best practices.

• Promote portal adoption during PDVM outreach.

• Monitor portal utilization and coordinate issue resolution.

Referral Tracking & Reporting

• Maintain the Shared Referral Visit Tracker.

• Document PDVM visits, referral opportunities, competitor intelligence, and follow-up actions.

• Provide referral activity updates and operational insights to the CES and hospital leadership.

• Maintain accurate referral reporting and documentation.

Marketing Execution (40%)

pDVM Outreach

• Execute outreach plans developed by the CES.

• Conduct scheduled pDVM visits.

• Deliver approved marketing materials.

• Support clinician introductions and service promotions.

• Gather market intelligence and identify opportunities for CES follow-up.

Event Execution

• Coordinate continuing education and community event logistics.

• Manage registration, vendors, materials, and onsite execution.

• Complete post-event operational follow-up.

Social Media & Community Marketing

• Capture photos, videos, clinician highlights, patient stories, and event content.

• Provide content to the CES for publishing or post according to BluePearl guidelines when trained.

• Support grassroots marketing initiatives, sponsorships, and clinician launches.

Key Performance Indicators

• Referral workflow accuracy and audit completion.

• Referral portal accuracy and adoption.

• pDVM visits completed.

• Referral follow-up completion.

• Event execution quality.

• Social media content contributions.

• Referral partner satisfaction.

• Timely completion of assigned initiatives.

Qualifications

• Experience in veterinary referral coordination, client service, marketing, or hospital operations preferred.

• Excellent communication and relationship-building skills.

• Strong organizational and project management skills.

• Experience with event planning and execution

• Experience with social media content creation in a professional setting.

• Ability to collaborate across hospital departments and with the CES.

• Proficiency with Microsoft Office and referral management systems.

• Ability to travel locally for PDVM visits and events.

Why BluePearl?   

• Our passion is pets. We offer Trupanion pet insurance and discounts to our associates for pet treatments, procedures, and food.   
• We encourage you to grow with us. Our technicians are leveled by their skillset and move up in level as they gain more skills and experience. We are focused on developing our associates into leaders through talent development programs and leadership workshops. As a member of Mars Veterinary Health, our associates have endless opportunities to advance in his/her career.   
• In order to transform and lead the industry through innovative quality medicine and care, we understand the importance of continuous learning. We offer annual continuing education allowance, free continuing education sessions, our own BluePearl University for training, and our clinicians have access to over 2,000 medical journals.   

We value your health and well-being as an associate by providing you with the following:   

• Health, dental, vision, and life insurance options.   
• Parental Leave Benefits
• Flexible work schedules.   
• Time to reset, rewind, and reflect through our paid time off and floating holiday plans.   
• Health and well-being resources to assist with stress management, mental health awareness, compassion fatigue, burnout, communication, and conflict management skills
• We promote a family-like culture in our hospitals. We are all in this together. We believe in working together to lead the industry by enriching lives through remarkable care for pets.  

This position is not eligible for visa sponsorship or sponsorship transfer. Applicants must possess unrestricted, current authorization to work in the U.S. and not require future sponsorship for an employment-based green card.  

BluePearl is committed to a diverse work environment in which all individuals are treated with respect and dignity. We are an equal opportunity employer and each applicant will receive consideration for employment without regard to race, color, national origin, religion, creed, sex, age, disability, genetic information, marital status, citizenship status, sexual or affectional preference, or gender identity or expression, protected veteran status, or any other characteristic protected by law. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. The company is pleased to provide such assistance, and no applicant will be penalized as a result of such a request. We are an Equal Opportunity Employer and a Drug Free Workplace.