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Veterinary Practice Manager

Veterinarian Office | Ocala, FL | Full Time

Job Description

Job Title:  Practice Manager            

Reports To:  On-site Veterinarian and Corporate Manager       

Job Location:  Country Critters Veterinary Clinic     

FLSA Status:  Hourly, Non-Exempt      

                                                                                                                                      

JOB SUMMARY:

The Practice Manager will 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 Practice Manager is responsible for the success of the hospital in the following areas: benchmarking; client and staff retention; productivity; and profitability. 

 

JOB DUTIES AND ESSENTIAL FUNCTIONS:

  • Staff Management

  • Understand and apply the legal implications in the hiring process. Hire all staff and maintain a pool of qualified applicants to maintain an optimal staffing level at all times.
  • Handle fair and consistent discipline to employees as necessary as well as all related documentation.
  • Responsible for discharging or firing of staff members as well as understanding the legal implications during the process while making decisions accordingly.
  • Handle or oversee all staff scheduling promoting the best use of staff during peak hours as well as compensating the schedule for slower times.
  • Prepare and deliver employee evaluations and keep documentation in the employee files.
  • Create an educational plan for each individual employee annually along with the budgeting needs of the plan. Ensure that credentialed employees are meeting their educational requirements.
  • Implement and oversee all training programs related to employee training, including employee development, safety, OSHA, chemotherapy, biomedical, and radiation training as well as all related documentation.
  • Plan and conduct all staff meetings.
  • Cover positions in the event of vacancies.
  • Set up and maintain the components of the staff benefit program.
  • Monitor production and AR totals for each veterinarian. Consult and coach veterinarians as needed on areas where improvement can be achieved.
  • Monitor staff productivity

 

  • 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 to accommodate caseloads and ensure client needs are being met.
  • Continually review and modify systems and procedures to ensure optimal service to clients.
  • Carry out or delegate organization of all client correspondence including reminders, statements, thank you cards, welcome cards, call backs, etc.

 

  • Inventory Management

  • Meet with sales persons to keep up with clinics professional relationships and to be educated on available new products.
  • Handle all purchasing of inventory within the budgeting guidelines.
  • Maintain appropriate levels of “quantity on hand”, “reorder level”, and “reorder quantity” in the veterinary software.
  • Oversee the maintenance of the controlled drug logs in accordance with DEA regulations.
  • Set protocols that support the best use of hospital supplies to minimize waste.
  • Oversee the computer ordering and receiving process of drugs and supplies.

 

  • Financial Management
  • Carry out or delegate the daily sales reports and deposits.
  • Track and measure income and income categories; watch trends and troubleshoot concerns.
  • Have very tight control over expenses as they are related to income.
  • Create and maintain the use of a hospital budget based on the Well-Managed Practice Series numbers.
  • Meet with on-site veterinarians and corporate manager 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 frequently.       
  • May be required to perform other duties       

 

MINIMUM QUALIFICATIONS:

       

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, and use of communication tools such as email. 

 

  • EXPERIENCE REQUIREMENTS

  • Significant experience within a veterinary hospital REQUIRED, preferably as a practice manager. Technician background desirable but not required.
    • Customer Service background required.

 

  • PERSONAL REQUIREMENTS

  • The Practice Manager 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.
  • 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.

MACHINES AND EQUIPMENT USED:

  • General office equipment such as telephone, copy machine, fax machine, calculator, computer

PHYSICAL REQUIREMENTS

  • Good visual acuity and ability to communicate
  • Ability to sit and/or stand for long periods of time

 

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.