SPCA Saving Lives Spay & Neuter Clinic Manager

JOB SUMMARY – Saving Lives Spay/Neuter Clinic ManagerResponsible for ensuring efficient day-to day operations of the Clinic office and manages clinic staff. Maintains complete and accurate records of clinic patients, maintains surgical schedule, and liaises with SPCA shelter staff. This is a leadership position with the additional responsibility of creating a positive work environment in which the Clinic achieves its goals.

WORKING RELATIONSHIPSReports to the VP of Operations and works closely with Surgeon(s) and SLSNC Clinic staff.

Works directly with the surgery team to assist in surgeries, administering vaccines & medications, & post-surgery monitoring

 ROLE REQUIREMENTS

• Minimum 2 years experience in veterinary surgery

• Minimum 2 years supervisory experience 

ESSENTIAL JOB FUNCTIONSGeneral Clinic Facility Operations
• Facilitates intake and discharge of clinic patients; generates all necessary paperwork
• Ensures complete and accurate records exist for all patients, including rabies certificates, discharge paperwork, and medical records
• Manages appointment scheduling through ClinicHQ software to ensure that system is set up properly and the approved number of animals is booked daily.
• Works closely with Clinic Coordinator to:
o Manage and maintain schedules and respond to client inquiries regarding appointment booking
o Develop a plan for dealing with no-shows.
o Ensure proper pricing for for-sale items set up and proper subsidies and grants set up in software.
o Maintain accounts receivables for all owner and volume clients
• Trains clinic staff on ClinicHQ software to ensure that client records are entered consistently and correctly.
• Generates reports through ClinicHq (surgical numbers, no-shows, declined surgeries, product sales, etc.)
• Establishes an inventory control system to assure adequate stock of supplies are available; works with Clinic staff to ensure supplies are ordered in a timely manner
• Works with appropriate staff to assure the clinic facility and equipment are in safe, clean, and optimum working condition, including the scheduling of regular maintenance
• Assists in the development of policies and procedures as they relate to clinic operations.
Client Relations
• Promotes a client-centered environment
• Responds to client concerns in a timely and appropriate manner. Addresses post-surgery medical concerns in partnership with the Surgeon(s).
• Assists with development of products and services provided to clients
• Works closely with Surgeon to create client education/information sheets
• Monitors the “clinicinfo” email account and Clinic voicemail; responds to messages in a timely manner
Human Resources
• Provides daily leadership, direction, and supervision with hands-on support to clinic staff
a. Assists Clinic medical staff during surgical hours with basic surgical prepping of patients and patient recovery
b. Assists with basic clinic housekeeping (laundry, stocking, cleaning) as needed
• Schedules and coordinates regular performance reviews
• Trains and supervises Clinic medical staff (when working in the office area) 
• Facilitates and participates in clinic staff meetings; communicates necessary information to clinic staff including policy changes, relevant information discussed at meetings, and client feedback
• Assists with managing clinic staff schedule and timesheets, including time off requests and payroll inquiries
• Promotes cooperative, positive working environment among Clinic staff; understands the importance of teamwork; shows enthusiasm and willingness to assist Clinic staff in achieving goals

EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS, ABILITIES1. Client Education
a. Must be able to learn basic veterinary medical concepts including but not limited to vaccine protocols and anesthetic risks
b. Must also be able to communicate basic veterinary concepts to pet owners and be able to repeat information relayed by a veterinarian.
c. Must communicate with the public on a daily basis in a professional manner.
d. Must be comfortable training clinic staff in client education
2. Physical Requirements
a. Must be able to work standing or sitting for 8 or more hours.
b. Must be able to lift and carry up to 50 pounds repeatedly throughout the day with help.
c. Must be able to bend and kneel repeatedly.
d. Must be able to see fine detail in a variety of situations.
3. Technical Requirements
a. Comfort utilizing spreadsheets, documents, and ability to learn ClinicHQ, Salesforce, & Chameleon.
b. Must be able to answer and respond to phone calls, voicemails, and emails.
c. Ability to learn and create spreadsheets and charts to analyze surgical and clinic data
d. Ability to learn basic veterinary procedures in order to provide excellent patient care
4. Personnel Requirements
a. Have experience with HR and managing staff of varying skill sets and knowledge
b. Must be able to demonstrate “take charge” capabilities; displaying tact and diplomacy with staff members and clients
c. Must be able to deal pleasantly and efficiently with clients on the phone, through email, and in person
d. Must be able to work under the broad general administrative supervision of the VP of Operations