Belvedere Veterinary Center is a 5 year old 2.5 doctor 14 staff member, AAHA accredited small animal veterinary hospital that is rapidly growing and is in need of a full time certified veterinary practice manager who can keep up with the growth, goals and challenges of this amazing team. We are paperless and all digital. We provide top notch veterinary care and by December 2018 our entire staff will be certified "Fear Free". We strive to evolve with technology and new medical treatments, ensure safety of our staff, patients and their parents, provide customer and job satisfaction, prevent disease and other illnesses and have fun in what we do on a daily basis. Please contact me if you think you would like to be a member of this amazing team and help us grow.
Certified CVPM, proficient with Quickbooks, must have read the book Traction and be familiar with the EOS business model.
Continue to delegate and oversee record audits, inventory management, staff and Dr. scheduling, out of office events, task list changes.
Handle all Human Resources – interview, hire, oversee training, performance reviews and any disciplinary actions as needed.
Report all new hires and appropriate onboarding paperwork to CEO.
Meet with each team member quarterly from date of hire to help engage and provide feedback.
In collaboration with Dr. Elianne with google docs keep personnel records up to date to include all communications with each employees, tardiness, time off requests , schedule switches, etc.
Schedule and lead all department/team meetings. Distribute notes and update protocols as needed and appropriate. Oversee any follow-up activities, including updating employee manual and hospital protocols, as agreed upon by staff and Dr. Elianne.
Schedule and attend quarterly DVM Meetings. Take and distribute notes to the appropriate team members.
Adit timeclock, Submit hours to CEO for payroll processing to include all regular, overtime and PTO. Log all tardiness in each employee file, discuss with each employee and if >3 times, a write-up will be made.
Weekly interviews for either CR, Assistants, Nurses.
Oversee all aspects of client relations in the practice including monitoring of online reviews via social media. Respond proactively and professionally.
Maintain and enhance BVC’s website on a weekly and add Pet Of the Month winner and entries on a monthly basis with website management company.
Monitor appointment flow to verify patient care and client service is exceptional and timely.
Listen to 1-2 recorded phone calls per week for quality control.
Utilize EVP to help maximize practice efficiencies. Explore ways to utilize the practice management software so decisions can be made that positively impact client compliance, patient care and business functions.
Oversee all aspects of inventory management. Verify orders have been entered correctly and that weekly counts are performed. Delegate the return of any unwanted or expired products, confirm credit received. Remove lost inventory through EVP “inventory reduction” patient. Keep all packing slips, invoices and statements organized.
Pay all bills
Audit all Credit card statements and Bank statements.
Ensure all Dr.’s have up to date MD state, DEA and Mental Hygiene licenses. Have their own PLIT malpractice insurance.
Enter everything into quickbooks, Data link and weekly tracking sheets.
Attend and participate in weekly meetings with CEO.
Organize monthly staff meetings
Announce meeting 2 weeks in advance
Ensure phone are set to be turned off for meeting and confirm day of meeting.
Prepare meeting notes 4 days in advance and email to staff
Prepare meeting note quiz
Announce to all clients 2 days before the meeting via push notification and email informing them that we will be closed for 2 hours for our monthly staff meeting.
Ensure that Dr. Elianne has purchased gift cards for all staff members who received a 100% on the previous quiz.
Ensure there is a note on the front door stating we are closed for the meeting on the day of the meeting.
Assist events coordinator with executing marketing tactics as needed and appropriate such as organizing staff in the 8 marketing events. Track employee participation to insure each employee participates in at least 2 events per calendar year which is required to take advantage of BVC’s veterinary discount benefits.
Utilize the phone system to its maximum capabilities making sure phones are turned over at the appropriate days and times (example holiday closures).
Coordinate, delegate and oversee AAHA inspections every 2 years.
Know how to research and prepare pet travel documents (domestic & international health certificates).
Maintain all certification for hospital x-ray machines
Maintain and order staff x-ray badges.
Ensure all hospital and veterinary licenses are posted where necessary.
Order scrub tops and jackets for staff as needed.
Job Tasks/Essential Functions
Excellent client service skills – Understand how to monitor client satisfaction and its importance, when and how to respond to client feedback, able to identify areas to consistently improve client satisfaction.
Computer/Office Skills – Knowledge of clerical procedures and systems of a veterinary practice in addition to word processing skills, project management and medical record keeping protocols.
Openly Communicate - with team members and CEO in a professional and constructive manner.
Problem Sensitivity – Able to tell when something is wrong or is likely to go wrong. Know how to tackle and solve problems and issues and find solutions mutually beneficial to the parties involved.
Self-Awareness- Understands professional skill strengths and challenges. Is able to learn to adapt to other communication styles (DISC) enabling successful and productive working relationships.
Continuing Education Requirements
Attend a minimum of 2 Practice Management Meetings or workshops per year.
Attend one VMG meeting once yearly.
Additional Salary Information: Negotiable, 2 weeks paid vacation, Health insurance and dental.
We are a busy 2.5-3 doctor small amimal practice in a fantastic location in northern Baltimore, MD. Our solid core values; Evolution, Safety, Fun, Satisfaction, and Prevention, help guid us through our days together as a team. We strive to give individualized veterinary care to each one of our patients.