We are looking for a versatile, thorough, and committed veterinary hospital manager to oversee our practice at Alameda Pet Hospital in Alameda, California. The Hospital Manager is responsible for facilitating and streamlining all operations in the hospital, ensuring physical and financial productivity, maintaining optimum customer service, and supervising the staff under the leadership of the practice owner. The Hospital Manager reports directly to the Practice Owner. All leads and staff report to the Hospital Manager.
Our practice (3-4 doctors) is a small animal AAHA-accredited privately owned (not corporate) practice with a well-established clientele. We are looking for an individual who is motivated and can motivate others. This applicant must be passionate about the veterinary field, works well with others, and is an effective communicator. The main responsibilities include (but are not limited to) inventory, coordinating with drug reps, assisting in decision making to help the hospital operate in a smooth fashion, and providing the “face” to the clients that we want to represent. A complete list of expected job responsibilities is listed below.
Operations: Performing a variety of resource and strategic planning tasks to ensure our hospital is adequately supplied and runs smoothly
Efficiency of flow of clients
Supervising the processes and function of hospital efficiencies
Client interactions, such as answering questions or addressing complaints.
Maintaining optimum customer service
Ensure lobby space is clean and organized
Facilitating continued training opportunities for team members to help individuals improve and advance in their departments.
Overseeing regulatory compliance for federal and state: including but not limited to CURES Forms, harassment training/forms, and OSHA compliance forms
SDS Sheets: ensuring all goods have an accompanying SDS Sheet and that they remain current in Google Drive as well as on all hospital computers
Organized Onboarding: ensuring this training tool is current and effectively utilized
Adjusting/implementing new protocols
Google Drive: keeping the hospital shared drive updated.
Maintaining Hospital standards and improving upon processes to ensure our hospital provides the best care for our patients and a great client experience
Ordering supplies for the hospital
Keeping tabs on in-stock items in the hospital, for office and medical.
Maintaining appropriate inventory of supplies through ABC Counting
Maintaining a close financial eye on the cost of goods
Assisting practice owner with value assessment associated with purchases and updating costs incurred to clients, respective of vendor cost increases
Running statements for past due balances on accounts
Invoicing: overdue statements and billing
Return items to stock if not picked up in a timely manner
CURES Regulatory Forms
Ensuring accuracy for all employees handling pharmaceutical products
Staff meetings: organizing talks and lunches
Meeting with vendor representatives, effectively engaging with them and relaying pertinent information to the practice owner
Promoting the hospital through attendance at events outside of hospital hours
coordinating with the practice manager for processes involving hiring, firing, staff engagement, discipline.
Works with team leaders, managers and department heads to learn departmental needs and goals
Training new employees
Staff retention processes. Motivation, engagement of employees. Creating and facilitating ideas for team building & team engagement
Mediating disputes and peaceful resolutions should these arrive with staff
Staff reviews at dates agreed-upon with the practice manager
Communication with doctors when issues arise
Managing payroll: overseeing payroll and ensuring it is completed at deadlines
Upholding and enforcing policies in our company handbook
Creating staff work schedules in coordination with department leads. Ensure adequate staffing at all times in all departments of the hospital.
Approving day-off requests for support staff in collaboration with other department leads to ensure adequate staffing.
Updating practice software with current staffing information, including current doctor schedules.
Appointment scheduling according to current staffing (techs/vets/rec).
Observes, reviews and analyzes processes to identify inefficiencies and areas where improvements could be made.
Assistance with tasks needing completion by other receptionists
Notification to other receptionists of change in protocols
Management of “no-show” appointments
Management of answering machine outgoing message and retrieval of messages
Correction of mistakes on invoices or medical records to ensure accuracy