Experienced Veterinary Practice Manager

Description

 Veterinary Practice Manager Objectives: The purpose of this position is to provide a variety of analytical, advisory, supervisory, and technical functions in support of Elko Veterinary Clinic. Areas of responsibility encompass Veterinary Practice administration, operational plans, training of staff, ordering and stocking supplies and equipment, funds and resource management, staffing, safety and security, and analysis of the past performance of the practice.

The fundamental responsibility of the Veterinary Practice Manager is to effectively use all available resources to oversee staff, provide the best possible patient care, and to ensure the profitability of the practice.

Classification: This is an exempt position under the Fair Labor Standards Act (FLSA)

Reporting Structure: Managing Veterinarian and Operations Director

Requirements

Education and Experience: 

High school diploma or equivalent

3 years of supervisory experience and college degree preferred. An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

ESSENTIAL FUNCTIONS:

Clerical:

Implement new programs and practice services, with support and approval of Operations Director

Facebook/Social Media management and engagement 

Maintain appropriate inventory systems by utilizing VetCove, an online purchasing platform, for at least 90% of your orders for the practice and ensure you are staying within the budget assigned by your Operations Director.

Financial:

Serves as financial manager. Responsible for maintaining budget estimates and revisions utilizing knowledge of the functions and requirements of practice. Make recommendations for distribution of funds allocated for medical and non-medical equipment and supplies. Advise on the formulation and development of corrective actions necessary to improve the effectiveness and profitability of the practice.

Ariett invoice reporting: submitting invoices for vendor accounts payable three to four times a week (or in a timely manner before processing deadlines). Review statements for trends, bring to the attention of Operations Director any apparent financial problems, and recommend adjustments and corrections. 

Key Performance Indicators (KPI): Utilize AmeriVet's KPI Tracker and other AmeriVet data/analytical platforms to track Cost of Goods Sold (COGS), Revenue per Labor Hour (RPLH), Labor, Average Client Transaction (ACT), and other factors to ensure practice is performing to the best of its ability. 

Rectify financial issues that arise between --- Elko Veterinary Clinic and its clients. Use a variety of methods in collection of delinquent accounts. Determine when special financial agreements are appropriate; financial situations involving discounts greater than $300.00 require approval from the Operations Director, ensure that agreements made are properly followed. 

Audit accounts receivable and collect on accounts as needed. 

Payroll: Ensure timecards are accurate before the bi-weekly deadline and submitted for approval. Also ensure accuracy of payroll registers before approval. 

Banking & deposits: Ensure deposits are balanced and made in a timely manner (no less than once per week. 

Human Resources: 

Direct management of all assigned personnel. Select/promote/separate administrative and paraprofessional team members. Formulate job descriptions, set salaries, prepare payroll. Establish in-service training for team members. Plan and organize monthly management and team meetings. Plan and organize all veterinary administration and personnel activities.

WhenIWork: Ensure schedules are maintained within the platform and utilize staff to minimize overtime. Schedule team members in appropriate areas at all times

Paylocity: Ensure time clocks are accurate prior to submission. Utilize the platform to manage vacation/sick time, etc. 

Employee engagement & retention: fostering team spirit and positive culture

Support and training to clerical and technical staff through individual coaching and hands on teaching. Utilize CE opportunities, when applicable.

Implement disciplinary actions, performance plans, support, mediate, and coach staff through interpersonal issues. 

Veterinary Polices/Procedures:

Maintain equipment and contracts for repair and maintenance of equipment, building, grounds. 

Establish and maintain computer systems and policies as liaison to IT and professional services. 

Oversee the preparation, maintenance, and disposition of required veterinary records and other correspondence. Ensure accuracy and completeness of veterinary records and reports to confirm they are following the accepted practices. 

Ensure compliance with regulatory agencies and laws. This includes but is not limited to OSHA, DEA, EEOC, ADA, and the Department of Labor. Develop and maintain procedures necessary to meet regulatory requirements, delegate support roles as necessary.

COMPETENCY:

Basic Skills

Understanding of the critical balance between the administrative and clinic functions in the veterinary health care delivery system and the ability to coordinate and control programs and resources to achieve a balance. 

Ability to apply the specialized principles and practices of Veterinary Practice management in directing the daily operation of this practice, thereby allowing the practitioners the time necessary to carry out their profession.

Knowledge of practice procedures outlined in the employee manual as well as those that are implied (reasonable expectations).

Requires ability in problem-solving - decisions involving veterinary expertise will be reserved for the practitioners.

Demonstrates initiative and self-motivation to follow through on all responsibilities in a timely manner.

Well-versed in business and accounting principles and knowledgeable about veterinary medicine (working knowledge of P&L statements, KPIs).

Knowledge of principles and processes for providing client and personal services. This includes client needs assessment, meeting quality standards for services, and evaluation of client satisfaction. 

Possession of strong organizational skills. 

Knowledge of the spelling and meaning of commonly used terminology of veterinary medicine.

Ability to multitask.

Critical thinking - Understanding logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Communication Skills

Strong communication, leadership, and motivational skills. Ability to direct, guide, and assist a group of individuals including effectively solving problems dealing with staff conflict to personnel issues and performance.

Excellent verbal and written communication skills. Possess exceptional interpersonal communication skills. 

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Requires active listening skills, giving full attention to what other people are saying, taking time to understand the points be made, asking questions as appropriate and not interrupting at inappropriate times.

Requires telephone conversations and face-to-face discussions with individuals 

Requires use of electronic mail, as well as writing letters and memos

Social Skills

Ability to show unbiased judgment when managing people and make fair and just recommendations in regard to personnel issues and/or disciplinary action.

Work well with all employees and ensure that your actions support the practice, the doctors, and the practice philosophy.

• Ability      to work independently on assigned tasks as well as to accept direction on      given assignments. 

Monitoring/assessing performance of yourself, other individuals, or the practice to make improvements or take corrective action.

Able to actively look for ways to help others and have the ability to teach others how to perform a task.

Being aware of others' reactions and understanding why they react as they do.

Ability to dealing with unpleasant, angry, or discourteous people. Able to diffuse situations while staying calm and professional.

Technical Skills

• Knowledge      of computers and relevant software applications including all MS Office      programs.

Perform or oversee routine maintenance on equipment and determine when and what kind of maintenance is needed.

Ensure technology software is kept up to date to ensure systems are able to perform smoothly and without interruption.

WORK ENVIRONMENT 

While performing the duties of this job, the employee is exposed to hazards associated with aggressive patients; hazards associated with infected animals and controlled substances; exposure to unpleasant odors and noises; exposure to bites, scratches, and animal wastes; possible exposure to contagious diseases. 

Elko Veterinary Clinic is an equal opportunity employer. It is the policy of the practice to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, gender identity or expression, or veteran status. The practice will conform to the spirit as well as the letter of all applicable laws and regulations. The practice will take action to employ, advance in employment and treat qualified Vietnam era veterans and disabled veterans without discrimination in all employment practices.