ANDERSON ANIMAL HOSPITAL Hiring for Office Manager Job at Hartsville, SC Full Time

Anderson Animal Hospital

Job Description

Office Manager

Introduction

The purpose of this position is to provide a variety of analytical, evaluative, advisory, coordinating, supervisory and technical functions in the support of Anderson Animal Hospital. Areas of responsibilities encompass veterinary practice administration, operational plans, training of staff, funds and resource management, data automation, staffing, safety and security, and review/evaluation/analysis of the past performance of the practice.

Primary Job Responsibilities n Assign tasks to staff to ensure that veterinarians spend their day doing doctor only functions. n Assist in organizing each day for maximum efficiency assigning tasks to the front desk staff appropriate to their skill level n Maintain a working knowledge of the skill sets of each staff member. n Conduct employee reviews with assistance of the doctors n Assist Practice Owner with employee issues including appropriate discipline procedures. n Oversee and maintain digital presence of the practice including website and social media. n Develop and implement marketing programs to expand the client base of the practice. Measure the result and effectiveness of these programs. n Deal with social media issues as they arise (misinformation, bad reviews etc.) n Assist in the interviewing process candidates for staff positions. n Implement on-boarding protocols for new hires. n Execute termination process of staff members. n Develop and execute training programs for staff members. Assist in deciding on appropriate continuing education for staff members. n Develop and refine front office protocols. n Develop and execute team building activities biannually. n Work with Practice Owner to create agendas for and conduct monthly staff meetings. n Conduct biannual chart audits looking for completeness, accuracy and missed charges. n Arrange and/or provide for cleaning, security, and health and safety and maintenance of the practice. n Knowledgeable regarding related federal and state animal health laws and regulations including
OSHA and DEA. Ensure that the clinic and its employees are in compliance with regulations. Inform the Practice Owner of any regulatory issues. n Communicate with and educate owners as requested. Address and rectify any financial issues between the clients and the practice including accounts receivable and payment plans. n Oversee maintenance of all equipment (such as but not limited to dental prophy machines, laboratory machines etc) per manufacturer specifications and maintain log books of work done. n Maintain knowledge of current practice preventive healthcare recommendations in order to answer staff and client questions, provide education on vaccines, flea and heartworm products, and assist in marketing veterinary services from which their pet would benefits such as dental cleaning or floating, senior wellness, spay and neuter, and boarding.

n Assist with inventory, ordering, adjusting and maintaining par levels and researching major purchases. n Conduct/review end of day reconciliation for accuracy and prepare bank deposits n Biannually compare KPIs (industry benchmarks) with previous time period for the practice and against industry benchmarks. Set goals for the practice and create tools and ideas to achieve them. n Work with attorneys and accountants as needed to resolve routine business issues. Work with other professional consultants and services as needed following the best industry practices and standards. n Work well with all employees and ensure that your actions support the clinic, the doctors, and the practice philosophy. n Perform other duties as assigned.

Controls over work

The Office Manager works under the direct supervision of the Practice Owner and any associate veterinarians. Exercises wide latitude and uses personal judgment in selecting methods of establishing priorities and arriving a 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 demonstrated ability to resolve problems independently and handle unusual situations relating to administration, training logistics and management of the practice.

Skills and Knowledge n Knowledge of the procedures used for receiving, treating and scheduling patients, for ordering medical supplies and requesting laboratory tests. n Knowledge of the use, care and storage of veterinary instruments, material and equipment. n Understanding of the critical balance between the administrative and clinic functions in the veterinary healthcare delivery system and the ability to coordinate and control programs and resources to achieve a balance. n Knowledge of the practice procedures outlined in the employee manual as well as those that are implied (reasonable expectations). n Requires ability in problem solving – decisions involving veterinary expertise will be reserved for the doctors. n Knowledge of the various digital client communication tools. n Knowledge of principles and processes for providing client and personal services. This includes client needs assessment , meeting quality standards for services and evaluations of client satisfaction. n Knowledge of South Carolina employment and labor laws as it applies to the management of employees and the processes of hiring and firing. n Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar. n Demonstrates initiative and self motivation to follow through on all responsibilities in a timely manner. n Critical thinking – Understanding logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Physical Effort

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. n Frequently required to bend, stand, stoop, walk, sit, talk and listen; may be required to stand for

long periods of time. n Frequently use hands to manipulate, handle, or feel will reach with hands and arms. n Use strength and agility in capturing and restraining stronger, more active patients. n Occassionally lift and or move up to 50 pounds.

Work Environment

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.
Follow federal and state animal health laws and regulations including OSHA and DEA.

Note: When duties and responsibilities change, job description will be reviewed and subject to changes of business necessity.

Essential Functions: n Ability to effectively use all available resources to provide the best patient care as well as ensure the profitability of the practice. n Ability to manage and assign tasks to front office staff and review assigned tasks for appropriate completion. n Ability to communicate well, provide strong leadership and motivation to direct, guide and assist a goupd of individuals including effectively solving problems. n Regular attendance and timeliness are essential. n Ability to plan and organize all veterinary administration and personnel activities. n Perform general physical activities that require bending, standing, stooping moving from room to room, 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. n Oversee the preparation, maintenance and disposition of required veterinary records and other correspondence. n Establish inventory control system and manage supply activities n Strong communication skills. Considerable tact and diplomacy is required. Ability to work with staff, clients and patients in a professional, friendly, hospitable manner.

Job Type: Full-time

Pay: $40,000.00 – $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Flexible schedule
• Paid time off
• Relocation assistance

Schedule:

• 10 hour shift

Supplemental Pay:

• Bonus pay

Work Location: One location