Are you an experienced veterinary practice manager searching for the next amazing experience?

Our Core Values state it all: Impeccable Care, Kindness, Honest Communication, Compassion and BEST JOB EVER! We live these values every day and are looking for a great addition to help our DVM owner team (Dr. Nancy and Dr. Katie) manage the day-to-day operations and appreciate our amazing support staff. We are looking for someone who wants to make a difference in the industry and the lives of those in our practice. We expect inspirational leadership and collaborative strategic planning techniques to take Left Hand Animal Hospital to the next level! A CVPM would be a bonus but is not required, we would be happy to help you acquire this recognition if desired. If this sounds like an opportunity that you would like to pursue, check out our website at: www.lefthandanimalhospital.com to learn a bit more about us, then send your resume for review. We hope to speak with you soon!

PRACTICE MANAGER JOB DESCRIPTION

REPORTS TO: PracticeOwner(s)

The Hospital Administrator will develop and oversee all operations at the hospital. He/she must hold the highest regard for maintaining a healthy, safe, and cohesive work environment while also maintaining legal and ethical continuity within the practice. He/she will lead by example and maintain a professional demeanor at all times. The Hospital Administrator is responsible for all planning and forward thinking while passing implementation to the Management team.

EDUCATION AND LICENSURE REQUIREMENTS

• Four-year college degree desirable but not required.
• C.V.P.M. desirable but not required.
• Typing skills required.
• Computer knowledge required; comfortable with Word, Excel, Quickbooks, and use of communication tools such as Instant Messenger and email.

EXPERIENCE REQUIREMENTS

• Significant experience within a veterinary hospital desirable but not required.
• Technician background desirable but not required.
• Customer Service background required.
• Supervisory background required.
• Business management background required.

PERSONAL REQUIREMENTS

The Hospital Administrator must be able to:

• Be flexible in work scheduling as the needs of the hospital are ever-changing. Be available by cell phone most times.
• Be attentive to the supportive needs of staff as individuals in the quest to build a team environment.
• Have a working knowledge and adequate understanding of common veterinary medical terms.
• Be able to handle stress and maintain a professional demeanor at all times.
• Lead by example.
• Physical Effort: Work requires lifting and carrying records and equipment weighing up to 25 lbs; requires sitting and standing for extended periods or time.
• Working conditions: May be exposed to unpleasant odors, noises and animal feces. May be exposed to bites, scratches and contagious diseases. May be in the vicinity of or have access to pharmaceuticals including controlled substances and prescriptions, and has access to licensing numbers including DEA numbers.

Staff Management

• Be aware of current employment laws and set practice policies to be in accordance with such laws.
• Understand and apply legal implications in the hiring process.
• Hire and train Managers.
• Assist in the screening of Veterinarians.
• Train Managers and supervisors to handle staff hiring and maintain a pool of qualified applicants to best maintain an optimal staffing level at all times.
• Develop standards for the staff including:
• Standards of Conduct
• Standards of Appearance
• Standards of Client Communication
• Standards of Patient Care
• Handle and document all performance-related issues with Managers including:
• Performance expectations
• Performance Coaching/Counseling
• Formal Performance Reviews
• Discipline
• Warnings
• Train managers and supervisors to handle discipline of staff fairly and consistently as well as all related documentation.
• Train team members for their job descriptions.
• Train managers to handle discharging of staff members as well as understanding the legal implications during the process while making decisions accordingly.
• Work with Managers and supervisors to create staff scheduling templates for them to fill and manage within their respective departments. Each template will have an accountability system for total staff hours, staff budgetary needs and reporting of over and under numbers in each.
• Prepare and deliver Management meetings – agendas to include such items as:
• Departmental budget reviews
• Staffing review – needs, concerns, struggles, successes,
• Organizational review – protocols, procedures and policies.
• Inventory review – new products, duplication, stagnancy, changes, etc.
• Thinktank – Look ahead to the next meeting agenda topic needs.
• Initiate and develop a training program with the Managers that supports the vision and mission of the practice moving the staff into key roles of support.
• Cover management key roles in the event of vacancies.
• Develop the staff benefit program.
• Coach veterinarians as needed on areas where improvement can be achieved in their performance as it relates to the management of the practice, employee relations, inventory management, etc..

Client/Patient Management

• Create, adjust and update procedures and protocols with veterinarians input as necessary to assure patient care and comfort meets the hospital standards.
• Oversee appointment scheduling templates to accommodate case loads and ensure client needs are being met.
• Create and maintain through delegation protocols that assure cleanliness, continuity and a caring environment within the practice.
• Continually review and modify systems and procedures to ensure optimal service to clients.
• Create and maintain through delegation the organization of all client correspondence including statements, thank you cards, welcome cards, progress evaluations, etc.

Building/Property Management

• Maintain competitive insurance policies on building, property and practice.
• Handle all repair, maintenance and upkeep of the building, property, and equipment within the practice through extended maintenance plans, bid negotiations, leases or purchases.
• Maintain a facility that follows safety guidelines for OSHA, HRS, Worker’s Compensation, Department of Regulations, Fire Department, and Security.
• Although the hospital may choose not to be accredited, maintain the facility with AAHA standards or similar.

Inventory Management

• Meet with vendor partners to maintain pricing contracts if in place and to keep up with clinics professional relationships.
• Create purchasing guidelines and budgets for inventory manager to include accountability in the following areas:
• quantity on hand (min and max)
• reorder level
• reorder quantity
• use of hospital supplies
• check and balance system in the inventory movement process
• Create and train controlled drug standards in accordance with the DEA regulations and with the input of the DEA licensed purchasing veterinarian in the practice.

Financial Management

• Carry out or delegate the end-of-day paperwork and deposits. Create accountability trail between front desk through to the bookkeeper for check and balance system.
• Track and measure income and expense categories; watch trends and troubleshoot concerns.
• Have tight control over expenses as they are related to income. Expenses should be tracked in the Chart of Accounts within the accounting software and balanced with the budget.
• Create and maintain the use of a budget.
• Meet with practice owners to discuss, evaluate and plan for the continued success of the business. A 1-year plan; 3-year plan, and 5-year plan should be maintained and revisited during strategic planning meetings.
• Oversee payroll management through report review and check and balance system between employee time submissions and actual payroll records.
• Meet with the business Accountant or like business professionals as necessary. Prepare any reports necessary for the business tax returns.
• Create and maintain a tight billing policy
• Control Accounts Receivable levels by initiating and maintaining a tight billing policy; keep management trained on handling AR issues and questions.
• Handle or delegate all accounts payables.
• Handle or delegate accounting software set up and entries needed to properly benchmark the practice.
• Understands the practice balance sheet.
• Understands the purpose and the components of the balance sheet and profit and loss statement.
• Recognizes the importance of profit and cash flow and can plan for their success.
• Be able to identify a number of financial ratios including revenue and cost headings as a percentage of revenue and measures of liquidity, profitability and working capital activity.
• Understand the importance of monitoring historical financial trends.
• Be able to prepare and monitor a management accounting layout and understand the use of spreadsheets and other computer based tools for management purposes.
• Be able to identify and monitor financial and other performance trends in consultation with the practice owner and advisors.
• Be able to discuss various strategies for fees and develop, monitor and update fee schedules.
• Be aware of industry trends on veterinary and staff pay scales.

Marketing

• Understand the principles of marketing as they relate to private veterinary practice and our clients.
• Has an understanding of the needs of pet owners as they relate to the specific services we have to offer and can market them accordingly.
• Understand and use a SWOT Analysis format for developing marketing strategies.
• Be able to plan, market and coordinate the provision of health care educational and support programs (i.e. pet loss support group; puppy events, etc.)
• Be able to plan, market and coordinate practice promotional events.
• Be able to plan, set up and market a social media strategy.
• Be able to prepare a written marketing plan, monitor results, and be responsible for feedback to the practice owners or board of directors.
• Understand the impact of veterinary pet insurance, and their promotion within the practice.

Other

• Have a basic understanding of computer terminology and the necessary hardware components of a networked computer system, including routers, different types of printers, back-up systems, portable computers and other media.
• Be aware of the ethical requirements of a veterinary practice and the need to ensure that both professional and support staff fulfill their ethical responsibilities. Be aware of the AVMA’s code of ethics.
• Be able to prioritize queries, requests and tasks on a short-term and long-term basis in the approach to the Administrator position.

Job Types: Full-time, Part-time

Pay: $24.00 - $38.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Monday to Friday

Work setting:

• In-person

Work Location: In person