Veterinary Practice Manager

Veterinary and Rehabilitation Center of Cape Elizabeth • Cape Elizabeth, Maine, United States • $50k - $70k / year • 13h ago

The practice manager at VRCCE is responsible for the day-to-day operation of VRCCE, including facility, inventory, equipment and staff maintenance and management. Among the most important responsibilities of this leadership position is ensuring a positive, safe, respectful, efficient, and effective work environment that is consistent with VRCCE’s mission, goals, and philosophy.

Office Management

· Staff Scheduling

· Actively manage office, medical supply and food Inventory, including ordering, receiving, stocking, maintaining and assessing accurate, unexpired, and efficient quantities

· Actively manage IT, software and equipment support, registration, licensure and training (IM3, Sopro, Idexx, Oasis, Eagle Eye Anesthesia and L.A.W. Calibration, amongst others)

· Oversee the maintenance and housekeeping of the hospital equipment and building

· Serve as VRCCE representative to business vendors, ensuring advantageous relationships with each

Client Relations

· Oversee positive and successful interactions of staff with every client interaction

· Monitor and promote social media presence

· Develop and manage new client programs, including new client letters

· Monitor client retention

· Solicit, analyze and respond to client feedback

· Address client business related questions and concerns

· Monitor implementation of Standards of Care/Reminder systems

· Monitor prebooking

· Oversee appointment scheduling and cancellation

Implementation of VRCCE Protocols

· In coordination with practice owner, modify, update and monitor implementation of VRCCE systems and protocols to improve service and achieve practice goals

Billing and Accounts Receivable

· In consideration of VRCCE’s financial goals, actively work to improve efficiency, decrease cost

· Oversee proper completion of End of Day, End of Month and End of Year activities

· Manage Cash receipts and Cash on Hand

· Review client invoices to ensure that all charges have been captured

· Periodically review fee schedule for services and products and set annual increases or changes as necessary

Human Resources/Staff Management

· Work with practice owner to identify, recruit, hire and train staff (Vet, nursing, reception)

· Arrange relief vets

· Manage Bi-weekly Payroll process

· Manage 401K administration

· Monitor Maine Labor laws including Minimum Wage, Paid Leave, Family and Medical Leave, Workers Compensation, etc. to assure compliance.

· Take an active role in scheduling, planning and leading weekly staff meetings

· Plan regular meetings with the practice owner to discuss, evaluate and plan for the welfare of the practice

· Ensure that policies, guidelines, and recommendations are communicated to staff, necessary training is provided to follow such, and subsequent accountability structure is in place

· Facilitate staff conflict resolution in coordination with practice owner

· Make informal recommendations to practice owner regarding personnel compliance, competence, and effectiveness

· In coordination with practice owner, work to motivate staff, build and maintain staff morale, demonstrate, and model teamwork

· Oversee staff continuing education

· In coordination with practice owner, update employee handbook and written job descriptions

· Maintain positive, diplomatic, accessible, and professional relationship with staff

· Maintain accounting of employee discount program and provide quarterly status reports to staff

Additional responsibilities

· Work independently under the broad general supervision of the practice owner and veterinarians to use sound personal judgement to select methods, establish priorities and arrive at conclusions consistent with practice ethic

· Demonstrate leadership and flexibility while working extra unscheduled hours, in stressful public situations while juggling multiple tasks and lifting loads to 40 lbs.

· Coordinate and oversee AAHA re-certification every 3 years

· Coordinate and oversee OSHA compliance

· Distribute and monitor staff keys

· Promote continuous quality improvement

· Support reception and technician staff as needed (including direct reception, technician duties)

· Work with all staff members to ensure team actions support and reflect VRCCE mission statement and philosophy

· Oversee monthly generation and submission monthly rabies vaccination reports to state

Other duties as assigned