Practice Manager

JOB DESCRIPTION
VETERINARY PRACTICE MANAGER

REPORTS TO: Practice Owners

POSITION OVERVIEW

The Practice Manager is responsible for the business activities of the hospital including: hiring and training hospital staff; working with the owners to prepare budgets, monitor key performance indicators and set fees; maintaining inventory and an inventory control system; managing the hospital software; and 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.

RESPONSIBILITIES

HUMAN RESOURCES

  • Plans and organizes all personnel activities.
  • Develops and updates the employee handbook, written job descriptions, employee personnel files.
  • Schedules regular performance reviews.
  • Hires and manages hospital staff and/or staff supervisors; schedules staff and doctors.
  • In consultation with owners and doctors, sets and periodically reviews salaries and benefits.
  • Provides phase training and helps hospital staff plan for continuing education; establishes and maintains publications and veterinary medicine library.
  • Resolves staff issues.

FINANCE AND ACCOUNTING

  • Works with the accountant in preparing budgets and financial statements, and providing information for tax planning and tax returns.
  • Reviews key performance indicators and discusses them with the owners and doctors.
  • Supervises usage of practice software to ensure that client records are entered consistently and correctly.
  • Monitors and reports on accounts payable and receivable.
  • Establishes an inventory control system to assure adequate stocks of supplies are available; plans for periodic audits; negotiates best prices.

HOSPITAL FACILITY

  • Develops a schedule for hospital maintenance; contracts for and supervises all maintenance activities to ensure that hospital medical standards are met.
  • Orders and supervises storage of non-medical supplies.
  • Maintains a facility visually appealing to client and staff.

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, collecting delinquent accounts and “NSF’” checks; determines when special financial agreements are appropriate.

MARKETING

  • Initiates new programs and markets services through public relations campaigns.
  • Promotes internal marketing programs to increase client/patient visitation rate.
  • Maintains effective advertising in yellow pages and other appropriate venues.

PRACTICE LEADERSHIP

  • Communicates objectives, motivates staff, builds and maintains morale; maintains core values and standards.
  • Takes an active role in hospital 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 hospital function as a unit.
  • Promotes “CQI” Continuous Quality Improvement for the practice’s success and vision.

POSITION REQUIREMENTS

EDUCATION REQUIREMENTS

  • Bachelors degree
  • Masters degree in business or related field would be preferred
  • Certified Veterinary Practice Manager (CVPM)

EXPERIENCE REQUIREMENTS

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

PERSONAL REQUIREMENTS

  • Must be able to work under the broad general administrative supervision of the owners and doctors, and to be able to use sound personal judgment 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, overtime, and be subject to recall in emergency situations.