Veterinary Practice Manager

Position Overview

The practice manager is responsible for overseeing the operations of the clinic Responsibilities include hiring and training support staff; preparing financial statements and budgets, monitoring key performance indicators and setting fees; working with accountant to supply data, preparing payroll; maintaining inventory and an inventory control system; managing the clinic software; managing equipment and facilities maintenance; implementing safety and security procedures. This is a leadership position with the additional responsibility of ensuring a positive work environment in which the practice achieves its goals. This position is also involved in helping to oversee other business entities associated with County Line Veterinary Clinic to include Infinite PawsAbilities, Veterinary Marketing and Management, and Ebet Enterprises.

Responsibilities

Client Relations

• Promotes a client-centered environment and facilitates programs and processes that meet client needs
• Maintains the practice philosophy for attracting new clients and retaining existing clients
• Facilitates resolution of client problems that doctors or other staff members cannot finalize
• Resolves financial problems with clients, collects delinquent accounts and "NSF" checks, determines when special financial agreements are appropriate

Human Resources

• Develops and updates the employee handbook, written job descriptions, employee personnel files
• Completes all required paperwork for new employees, maintains confidential employee files and updates as needed. Makes sure DVM and technician licenses are current and renewed when needed
• Schedules and performs regular employee reviews with owner and other managers
• Hires and manages support staff and doctors
• In consultation with owner, periodically reviews salaries and benefits
• Manages staff benefits. Meet with agents to evaluate insurance options. Determines benefits packages, completes employee paperwork for additions, changes, and terminations. Notifies employees of benefits
• Continues to update phase training and training tools for staff such as quizzes and 4ACT
• Resolves staff issues
• Discipline and Discharge – Implements disciplinary procedures when needed, provides written warnings prior to termination whenever possible, decides when firing is necessary and best time for this to occur.
• Makes sure documentation is complete, prepares final paycheck, fires employee and collects clinic items. Responds to unemployment claims
• Is accessible to staff while maintaining a professional relationship with them

Finance and Accounting

• Works with the accountant in preparing budgets and financial statements, and providing information for tax planning and tax returns
• Processes payroll
• Reviews financial statements and key performance indicators and discusses them with owner and doctors
• Maintains clinic spreadsheets
• Sets goals for clinic performance based on previous performance and mission/vision with owner; designs strategies for meeting these goals
• Monitors and reports on accounts payable and receivable
• Reviews daily closeout report and correct as needed. Verifies deposits are correct and made
• Oversees credit card and check processing and also includes CareCredit and charitable payments
• Ensures correct coding, medical completeness, and prepares doctor bonuses
• Manages and processes health plans and payments

Inventory

• Establishes an inventory control system to ensure adequate stocks of supplies are available
• Vendor Liaison – Meets with drug and supply reps., maximizes vendor deals and benefits and negotiate best prices
• Plans and conducts periodic audits and counts of inventory
• Controlled Drugs – oversees weekly controlled drug inventories, maintains controlled drug paperwork, investigates missing controlled drugs, monitors controlled drug orders
• Reduce Inventory Shrinkage – Monitors high theft items closely and locks up as needed, investigates product losses, encourages staff reporting of losses
• Inventory Computer Records – Monitors inventory on computer software, enters invoices and new products as needed
• Expired Drugs and Returns -Monitors expiration dates on drugs and supplies, arrange for returns and reorders as needed

Equipment Maintenance

• New Equipment – Researches options for potential new equipment, investigates pricing and vendor deals, estimates potential long-term costs and return on investment, arranges for purchase, delivery and installation, oversees staff training in use of new equipment
• Maintain Equipment Files – Keeps all purchase documents, vendor information, manuals, warranties, etc up to date. Keeps lists and pic/videos of items for tax and insurance purposes
• Researches and maintains extended warranties or support
• Computers – Keeps current on practice software and attempts to develop maximum possible use. Coordinates with AviMark and IT company to maintain both hardware and software, monitors back up systems to be sure they are adequate
• Phones – Keeps current with phone provider on needs to maximize phone efficiency, monitors phone system, keeps recording up to date.
• Equipment Maintenance and Repair – Reviews logs regularly and oversees needed routine maintenance including contracting outside maintenance people as needed, arrange for needed repairs on equipment. Establishes schedules and procedures to prolong the life of equipment
• Safety – Arranges regular staff training on equipment safety issues, maintains logs of maintenance and safety training for OSHA purposes

Facilities Maintenance

• Day to Day – Oversees regular maintenance of building and lot, performs repairs or arranges for contractor maintenance
• Develops a schedule for clinic and vehicle maintenance, contracts for and supervises all maintenance activities
• Designs and administers disaster plan and safety and security regulations and training
• Maintains security system for clinic including security cameras
• Participates in construction projects to including input on needed construction, researching contactors and vendors, helping to oversee projects

Law and Ethical Duties

• Maintains knowledge base and verifies adherence – Keeps current on employment and labor laws, safety regulations, privacy and red flag rules, controlled drug requirements, and health department regulations that pertain to veterinary medicine. Periodically reviews all clinic practices to make sure they are in compliance with the relevant laws
• OSHA – Files/posts needed OSHA reports, designs clinic safety plan and oversees staff training, documents/reports accidents, monitors the clinic for unsafe situations and correct. Acts as or oversees the safety officer.
• Radiology – Maintains records for radiology safety as required by the Texas DSHS

Marketing

• Brochures and Business Cards
• Website
• Online Presence – Monitors clinic presence online, verifies clinic shows up in relevant searches. Watches for negative reviews and responds as appropriate
• Advertising and Community Outreach – looks for and participates in ways to promote clinic
• Develops and promotes Monthly Marketing Focus

Supervisory Responsibilities:

• Over-all direction of all employees, including associate veterinarians and managers. Supervises
• six or more supervisory and non-supervisory employees throughout the hospital. Is responsible
• for the overall operation of clinic. Creates the organization's policies regarding supervisory responsibilities in accordance with applicable laws.

Other

• Communicates objectives, motivates staff, builds and maintains morale. Maintains core values and standards
• Takes an active role in staff meetings
• Promotes cooperative working environment among staff members, understands the value of teamwork, shows enthusiasm and willingness to perform as necessary to help the practice function as a unit
• Understands and carries out oral and written directions
• Maintains positive, cooperative relations with other employees
• Promotes continuous quality improvement
• Works with other managers to learn aspects of that job as well to help when not present
• Willing to fill in where needed for shortages
• Along with owner should be first point of contact for employees
• Performs other duties as assigned

Position requirements

Education and Experience Requirements

• Bachelor's degree
• Work exposure to all aspects of a business enterprise, with demonstrated competence in budgeting and financial reporting, and staff management
• Minimum three years working in a veterinary practice

Personal Requirements

• Feel and express a genuine compassion for people and animals
• Must be willing to work under the broad general supervision of the owner and to be able to use sound personal judgement in selecting methods, establishing priorities, and arriving at conclusions
• Must be able to tactfully demonstrate "take charge" capabilities
• May be required to work "uncommon" hours, overtimes, and be subject to recall in emergency situations
• Deal intelligibly, pleasantly, and efficiently with clients and on the phone, often doing several things at one time
• Display tact and diplomacy with staff members and clients
• Work almost constantly in the presence of other staff members and clients
• Be flexible in attitude and work habits
• Quickly learn how to pronounce, know the meaning of, and spell commonly used veterinary terms
• Perform basic computer skills
• Be familiar with Texas Employment laws

Physical Effort: Work requires lifting up to 50lbs. May require sitting or standing for extended periods of time

Working conditions: May be exposed to unpleasant odors, noises and animal feces. May be exposed to bites, scratches, and contagious diseases