Practice Manager

About The VSCAN

We are located just minutes from downtown Ottawa. The Veterinary Specialty Clinic for Anesthesia and Neurology (VSCAN) is a state-of-the-art veterinary clinic specializing in neurology, surgery and diagnostic imaging for your pets. We are committed to providing the highest quality care to our partner referring clinics, patients and their families

Position Summary

The Practice Manager at the VSCAN will direct, plan, coordinate and perform a variety of duties. Their primary role is to ensure sustainability of our clinic. Main areas of focus are related to developing and maintaining the hospital infrastructure – people, processes, and procedures to support business operations while overseeing day to day operations. This person will also be involved with the Leadership team in designing and supporting future growth.

Location: Ottawa, Ontario

This position reports to: Practice Owner

Duties and Responsibilities

●       Oversee HR, Communications, RVTs, VAs and CSR departments – approx. 15-20 employees

●       Work collaboratively with the Practice Owner and Medical Director to establish monthly, quarterly and annual budgets

●       Oversee and review monthly staffing plans and identify staffing needs

●       Evaluate and make recommendations related to total compensation packages for team members

●       Submission of timestamps for payroll processing bi-weekly

●       Managing accounts payable and overseeing account receivable

●       Oversee annual inventory counts and closing

●       Oversee reports of attendance for of all employees

●       Coach staff members and up and coming supervisors

●       Manage performance reviews for team members and assist with recruitment process

●       Oversee meeting structure and send out summaries and action plans, and conduct follow-ups to appropriate individuals

●       Lead and participate in departmental and other practice meetings, providing input on practice-wide issues, including policies and procedures.

●       Effectively communicate policies and strategies to ensure team member understanding and adherence

●       Oversee and advise on the development of standard operating procedures for all clinic operations

●       Provide regular reporting and analysis of key practice indicators such as case metrics, to track performance and improvement of practice

●       Oversee the development and assessment of inventory management processes and procedures including following guidelines for controlled substances (provincial, federal, or regulatory)

●       Provide input related to the financial viability of the addition of services as the business continues to expand

●       Serve as a liaison with governing boards such as the College of Veterinarians of Ontario (CVO), ensuring that guidelines are followed and inspections are conducted. Provide contribution and coordination of documentation for CVO issues

Skills and Knowledge

•    Minimum 2-3 years’ experience working as a Practice Manager or similar
•    Knowledge of the different areas of a veterinary practice and their structure (appointments, treatments, anesthesia, procedures, etc.), highly preferred
•    Must have experience using Avimark or similar veterinary software
•   Basic knowledge of bookkeeping/finance and veterinary practice trends
•   Strong communication and leadership skills. Has the ability to effectively solve problems dealing with staff conflict to personnel issues and performance. Has the ability to direct, guide and assist a group of individuals
•   Experience developing strategic and multi-year business plans, resource forecasts, and in managing operational budgets
•   Good organization skills and self-starter

Benefits

•   Competitive salary
•   Health Benefit coverage (medical, dental and vision)
•   Paid wellness days
•   Uniform Allowance
•   Relocation Assistance (for out-of-town candidates)

This job description is intended to describe the general nature of work being performed by people assigned to this role. This is not to be thought of as an exhaustive list of all of the responsibilities, qualifications and skills required to perform this role. All team members may be required to upgrade their skills and qualifications by attending training.  Team members may also be called upon to perform duties outside of their normal responsibilities from time to time as required to support the needs of “the VSCAN”.