Veterinary Practice Administrator

2 weeks ago

Greenville, South Carolina, United States Thornblade Animal Hospital Full time
Job Overview

Position Summary:

The Veterinary Practice Administrator is a proactive individual who thrives in high-pressure environments and possesses a genuine passion for both animal welfare and client service. This role demands exceptional interpersonal skills and a commitment to fostering a supportive atmosphere for both staff and clients. The administrator will oversee procurement processes, assess operational trends, and nurture the development of their team.

The primary objective of the Veterinary Practice Administrator is to lead the clinic, ensuring the delivery of top-tier veterinary services, outstanding client interactions, and optimal team productivity. This encompasses staff management, oversight of inventory costs, collaboration with veterinary professionals to enhance patient care, and the provision of a positive experience for clients.

Collaboration with the Regional Operations Specialist and Veterinary Partner is essential to enhance the clinic's reputation and expand its clientele, all while prioritizing client satisfaction and maintaining a positive workplace culture.

Key Responsibilities:

The following tasks and responsibilities are integral to this role:

Daily Duties:

  • Review and process invoices to ensure accuracy in pricing and billing.
  • Conduct follow-up calls to clients who have missed appointments.
  • Analyze appointment schedules to determine staffing needs and create schedules accordingly.
  • Ensure timely delivery of client communication reminders and follow up on responses.
  • Complete daily financial reconciliations to provide the finance team with necessary information.
  • Address all clinic email communications promptly and appropriately.
  • Identify and resolve scheduling conflicts to facilitate exceptional patient care.

Weekly Duties:

  • Evaluate weekly performance metrics and provide insights on revenue trends and client visits.
  • Oversee the management of controlled substances in compliance with regulatory standards.
  • Administer payroll processes.
  • Manage inventory levels based on clinic demands and patient volume.
  • Monitor actual spending against budget for inventory costs.
  • Handle accounts receivable in line with established expectations.
  • Collaborate with marketing leads to develop engaging content for social media platforms.
  • Audit client communications to ensure they meet established standards.
  • Assess patient volume to identify opportunities for improvement.

Monthly Duties:

  • Review new client statistics to assess growth.
  • Analyze fill rates for trends and performance.
  • Close monthly financial records in accordance with finance guidelines.
  • Create staffing schedules for veterinary professionals and support staff two months in advance.
  • Conduct monthly team meetings and communicate notes to the operations team.
  • Facilitate one-on-one meetings with staff and document discussions appropriately.

Qualifications:

Experience and Education:

  • A high school diploma is required; a bachelor's degree is preferred.
  • 3-5 years of management experience is required, preferably in veterinary or hospitality settings.
  • Proficiency in Microsoft Office Suite is required.
  • Willingness to travel occasionally is preferred.

Essential Skills:

The Veterinary Practice Administrator must possess strong analytical and problem-solving abilities, along with excellent communication skills to enhance staff engagement, client satisfaction, and overall operational success.

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