Practice Manager Job Description
The purpose of this position is to provide a variety of analytical, evaluative, advisory, coordinating, supervisory and technical functions in support of the Animal Hospital at Baldwin Park. Areas of responsibility encompass veterinary practice administration, operational plans, training of staff, ordering and stocking supplies and equipment, funds and resource management, data automation, staffing, safety and security, and review/evaluation/analysis of the past performance of the practice.
Primary Job Responsibilities
- The fundamental responsibility of the veterinary practice manager is to effectively use all available resources to provide the best possible patient care to animals treated/handled by the hospital, as well as to ensure the profitability of the practice.
- Serves as financial manager. Responsible for developing budget estimates and revisions utilizing knowledge of the functions and requirements of hospital. Make recommendations to practitioners for distribution of funds allocated for medical and non-medical equipment and supplies. Advise practitioners on the formulation and development of corrective actions necessary to improve the effectiveness and profitability of the practice.
- Consult with the hospital’s accountant. Obtain assistance and advice in preparation and review of various analytical reports, unaudited financial statements (profit and loss), departmental profit and loss statements and tax returns. Draw on expertise in determinations on business projection analysis and review, as well as investment assistance. Review statements for trends, bring to the attention of veterinarians any apparent financial problems, and recommend adjustments and corrections. As required, draw on the accountant for assistance in the development of an appropriate accounting system or for advice on the need for updating the existing system.
- Establish inventory control system. Assure adequate stocks of supplies are available. Negotiate best prices for all products purchased.
- Manage supply activities. Supervise maintenance and proper storage of supplies and equipment. Analyze and monitor the depletion rate of supplies and equipment and provide necessary guidance in the requisition to replenish needed requirements. Responsible for the quality control of supplies and equipment and ensure items are serviceable and readily available for use.
- Rectify financial issues that arise between [Animal Hospital at Baldwin Park] and its clients. Use a variety of methods in collection of delinquent accounts. Determine when special financial agreements are appropriate; ensure that agreements made are properly followed.
- Plan and organize all veterinary administration and personnel activities. Directly assist the practitioners in the management of assigned personnel. Select/promote/separate administrative and paraprofessional team members. Formulate job descriptions, set salaries, prepare payroll. Schedule team members in appropriate areas at all times. Establish in-service training for team members. Plan and organize monthly management and team meetings.
- Oversee the preparation, maintenance and disposition of required veterinary records and other correspondence. Establish internal operating procedures for administration of the practice to ensure accuracy and completeness of veterinary records and reports, format and compliance with the accepted hospital practices.
- Ensure compliance with regulatory agencies and laws. This includes but is not limited to OSHA, DEA, EEOC, ADA, and the Department of Labor. Develop and maintain procedures necessary to meet regulatory requirements.
- Establish and maintain the publications and veterinary medical library to support operation of the practice.
- Initiate new programs. Market hospital services.
- Arrange and/or provide for cleaning, security and health and safety and maintenance of the practice.
- Work well with all employees and ensure that your actions support the hospital, the doctors, and the practice philosophy.
- Work with attorneys to resolve routine legal issues. Work with other professional consultants and services as needed following the best industry practices of the hospital.
- Performs other duties as assigned.
Controls Over Work
Works under the broad general administrative supervision of the practitioners. Exercises wide latitude and uses personal judgment in selecting methods, establishing priorities and arriving at conclusions. Soundness of judgment and compliance with accepted veterinary management practices is imperative. Review of work is based on established and accepted veterinary management principles through spot checks, review of records and correspondence, as well as through demonstrated ability to resolve problems independently and handle unusual situations relating to administration, training, logistics and management of the hospital.
Other Significant Facts
Skills and Knowledge
- Understanding of the critical balance between the administrative and clinic functions in the veterinary health care delivery system and the ability to coordinate and control programs and resources to achieve a balance.
- Ability to apply the specialized principles and practices of veterinary practice management in directing the daily operation of this practice, thereby allowing the practitioners the time necessary to carry out their profession.
- Knowledge of hospital procedures outlined in the employee manual as well as those that are implied (reasonable expectations).
- Requires ability in problem-solving – decisions involving veterinary expertise will be reserved for the practitioners.
- Demonstrates initiative and self motivation to follow through on all responsibilities in a timely manner.
- Well-versed in business and accounting principles and knowledgeable about veterinary medicine (working knowledge of P&L statements).
- Strong computer skills including MS Office (Word, Excel), email.
- Knowledge of principles and processes for providing client and personal services. This includes client needs assessment, meeting quality standards for services, and evaluation of client satisfaction.
- Strong communication, leadership and motivation skills. Ability to direct, guide and assist a group of individuals including effectively solving problems dealing with staff conflict to personnel issues and performance.
- Ability to show unbiased judgment when managing people and make fair and just recommendations in regards to personnel issues and/or disciplinary action.
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Critical thinking – Understanding logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- 3 years of supervisory experience and college degree preferred. An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.
The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee is frequently required to bend, stand, stoop, walk, sit, talk, and listen; may be required to walk or stand for long periods of time; will use hands to manipulate, handle, or feel; will reach with hands and arms. The employee must be able to occasionally lift and/or move up to 50 pounds.
While performing the duties of this job, the employee is exposed to hazards associated with aggressive patients; hazards associated with infected animals and controlled substances; exposure to unpleasant odors and noises; exposure to bites, scratches and animal wastes; possible exposure to contagious diseases.
The Practice Manager may be required to work uncommon hours, subject to recall in emergency situations, required to work additional hours beyond a regular work schedule.