Veterinary Practice Manager

Practice Management Round Rock, Texas All, United States


Description

Position at Heart of Texas Specialty and Emergency Center

$5,000 Sign On Bonus & Relocation Assistance! Note this position is located in Round Rock, Texas.

Heart of Texas Veterinary Specialty & Emergency Center is seeking a dynamic Practice Manager to join our AAHA-accredited, multi-specialty practice in Round Rock, Texas—located just north of Austin. 

As a member of the Heart of Texas family, your passion for relationship building, drive for excellence and compassion for pets and people is matched with a commitment to your professional growth. Just some of the reasons to consider a career with Heart of Texas are:       

  • A supportive and collaborative culture
  • Continued investments made to team building and continuing education for staff
  • Top of the industry benefits package and rewards programs
  • Opportunities to give back through strong community partnerships with area shelters and other rescue organizations.  

What we are looking for - Veterinary Practice Manager.  

A Veterinary Practice Manager (PM) is critical to the success of the hospital, ensuring a positive culture built on shared values and direct communication, creating operational efficiencies, and problem solving to improve client service and employee engagement. Typically, the PM is the “Integrator” on the hospital’s accountability chart and participates in the Pathway Planning leadership meetings.

Key to the PM’s role is the ability to create and maintain a positive culture and work environment, in alignment with the hospital’s Pathway plan. This person is creative yet able to develop and implement practical programs. The manager exercises sound judgment, and the willingness and capability to make decisions while collaborating closely with the Hospital Administrator &MD.

Specifically, the PM oversees the business activities of the hospital. These duties include hiring and training hospital staff; working with Pathway finance to prepare and manage budgets; monitoring and analyzing key performance indicators; setting fees; maintaining inventory and an inventory control system; managing the hospital software; and implementing safety and security procedures.

The PM is responsible for all accounting and financial control functions, including financial planning, budgeting, control and reporting systems, and financial analyses. The PM is responsible, with the hospital leadership team, for hitting revenue targets and managing costs effectively. The practice manager ensures the hospital’s management team has adequate visibility into operations so that the team members know how the hospital is performing, what the goals are, and how they contribute to achieving the goals.

Additionally, the PM may be involved in other hospital projects such as marketing, community outreach, and staff recognition.

A successful practice manager changes focus and roles quickly to successfully interact with a variety of people, both inside the hospital and in the community. The manager has a high degree of business acumen and is attuned to the variables that affect the hospital’s financial performance. In addition, the practice manager is highly motivated to contribute substantively to the hospital’s success.

Primary Responsibilities

Operations

  • With the Medical Director, and/or Hospital Floor/Staff Manager ensures hospital workflow is efficient and meets needs of clients
  • Initiates and leads programs to improve revenue, client retention and employee performance
  • Makes informed decisions to ensure hospital meets annual revenue and EBITDA targets
  • Reviews and develops key performance indicators and discusses them with the owners and management team. Implements policies and programs to reverse negative trends.

 

People Operations

  • Plans and organizes all personnel activities.
  • Supports team job descriptions works with ROM, HA or MD as needed on updated materials for new or current job descriptions.
  • Maintains employee personnel files
  • Schedules performance reviews for lay staff. Sets performance goals at these reviews. Helps staff and veterinarians create feasible plans for obtaining these goals. Holds staff and veterinarians accountable for failure to reach these goals.
  • Assists in the resolution of staff issues. Trains staff in conflict-resolution techniques.
  • Oversees and works with Pathway and hospital teams on the hiring process and manages hospital staff and team leaders.
  • Oversees implementation of phase training and helps staff plan for continuing education. Establishes and maintains publications and veterinary medicine library.
  • Interviews applicants for supervisory positions.
  • Assists in developing and maintaining salary schedules and job evaluations for all employees. Responsible for managing labor costs to budget.
  • Maintains a work group that effectively executes its assigned functions, and that is highly responsive to management’s needs for control, information, and analysis.
  • Enforces hospital policies and procedures
  • Interfaces between staff and Pathway People Operations support; answers basic People Ops questions for employees

 

Finance and Accounting

  • Assists in establishing and maintaining sound financial control and reporting systems. Exercises necessary functional authority to ensure that control policies and procedures are followed.
  • Maintains knowledge of current developments in accounting theory and practice, and in financial techniques for measurement, analysis, and planning.
  • Assists in conducting long-range financial planning.
  • Works with the finance in preparing and managing budgets.
  • Ensures the timely preparation of financial reports, as requested.
  • Monitors and reports on accounts payable and accounts receivable.
  • Enforces policy of keeping receivables lower than 2% of gross revenue.
  • Assists in analyzing and interpreting financial data for management, with an emphasis on identifying problems, identifying trends, and forecasting the financial consequences of alternative decisions.
  • Ensures that appropriate accounting records are maintained on all assets, liabilities, and transactions.
  • Assists in developing and maintaining appropriate cash flow projections and controls. Continually reviews the hospital’s cash position to ensure that adequate funds are available to meet outstanding and planned commitments.
  • Performs and assists with special analytical, statistical, and financial studies as required.

Equipment and Facility Maintenance - Supervisor of duties

Marketing  - Contribute to our Marketing Team

Client Relations

  • Promotes a client-centered environment and facilitates programs and processes that meet clients’ needs.
  • Follows the hospital’s stated goals and methods for attracting new clients and retaining existing clients.
  • Resolves client problems that veterinarians or other staff members cannot resolve. Oversees the client complaint–resolution process.
  • Resolves financial problems with clients and collects on delinquent accounts and returned checks. Determines when special financial agreements are appropriate.

 

 Administrative

  • Leads Pathway Planning meetings
  • Ensures that the hospital team receives the information they need to successfully contribute to the hospital’s one-year, three-year, and five-year goals.
  • Ensures Workers Comp procedures are followed
  • Assists in contract negotiations, ensuring that agreements are financially sound.
  • Supervises usage of practice management software to ensure that client records meet the standards of care and service established by the practice management team.  

 

Culture and Work Environment

  • Communicates the practice’s values and mission to the team. Motivates staff to help build and maintain morale.
  • Upholds core values and standards.
  • Holds regular staff meetings, including a component of mandatory training on standards of service and standards of care.
  • Promotes a cooperative working environment among staff members; understands the value of teamwork.
  • Is enthusiastically willing to perform as necessary to help the hospital function as a unit.
  • Promotes continuous quality improvement (CQI) to ensure the practice’s success and achieve the vision.

 

Requirements

  • Ability to analyze various sources of data in order to establish priorities and initiate operational programs
  • Sound personal judgment in decision-making
  • Capable of leading, managing, and coaching staff at all levels
  • Demonstrated competence in all aspects of staff management, including hiring and firing
  • Demonstrated ability to show empathy toward clients and treat animals with respect and compassion.
  • Excellent interpersonal communication skills; preferably completed VGPs EQ and Commando Conversation seminars
  • A commitment to outstanding client service.
  • Demonstrated competence in budgeting and financial reporting, including reading and analyzing a P&L statement
  • Solid math and Excel/spreadsheet skills.
  • Certified Veterinary Practice Manager designation or equivalent work experience
  • Three years of supervisory experience.
  • Clinical veterinary experience
  • Preferred: Bachelor’s degree in business or related field.
  • Preferred: three years or more of managing a veterinary practice.
  • Ability to lift objects weighing 40 pounds without assistance and objects weighing more than 40 pounds with assistance.
  • Availability to occasionally work uncommon hours and overtime, and to be subject to recall for business emergencies.
  • Must be able to withstand unpleasant odors and noises. May be exposed to bites, scratches, animal waste, and contagious diseases.

More about our amazing hospital:
 
We are a busy practice with a diversified caseload and our team (including a criticalists, 2 internists, 2 surgeons, 1 oncologist, as well as, 6 highly experienced ER doctors, and a skilled technical and assistant staff) takes pride in its cohesion and teamwork. Our core values are based upon caring for our patients, their families and each other. We pride ourselves on education of the team and the referring veterinary community.

More about our amazing location:

Round Rock, Texas, with a population of around 133,000, is located 15 miles north of Austin in the Central Texas hill country. Round Rock is the 27th largest City in Texas, according to Census Bureau data. Its combined property tax and utility rates are among the lowest in the region. It has an award-winning park system, school district and is one of the safest cities with a population of at least 100,000 population in the United States. Round Rock is the one of the fastest growing cities in the nation, and one of the best-managed cities in Texas. The city has maintained high quality of life while becoming a major center for economic growth in Central Texas, with industry clusters in Clean Energy, Advanced Manufacturing, Life Sciences and Computer/Software Development