Practice Administrator

Introduction:

The purpose of this position is to provide a variety of analytical, advisory, coordinating, supervisory and technical functions in support of North Scottsdale Animal Hospital. Areas of responsibility encompass veterinary practice administration, budgetary and operational plans, funds and resource management, data automation, marketing, and review/evaluation/analysis of the past and current performance of the practice. Through financial counsel of the accountant and the application of financial tools, ensures that hospital management has adequate visibility of operations. Oversee the management of all employees including Veterinarians.

Job Domain 1: Human Resources:

In this performance domain, the Hospital Administrator plans, directs, and coordinates the human resource management activities of the organization. Work activities include recruiting and hiring staff, providing guidance and direction to subordinates, setting performance standards, monitoring performance, and scheduling the work of others.

Tasks – Hospital Administrators perform the folding human resource tasks:
- Recruit, interview and hire new employees
- Manage personnel training and development programs
- Establish work schedules for all staff and veterinarians
- Manage daily floor assignments
- Submit paperwork to appropriate companies related to employees
- Schedule and conduct staff meetings
- Schedule and conduct employee performance reviews.
- Oversee safety officer and implementation of OSHA standards.
- Mediate internal disputes between staff and office personnel
- Discipline/Discharge employees; orally and in writing
- Manage employee records; written and computerized
- Screening for physical, drug testing and CORI check.
- Create, review, and update job descriptions/manuals
- Manage staff continuing education and licensure/certification
- Maintain and update current employee manual.
- Manage employee benefit plans
- Uphold protocols and procedures – Accountability.

Job Domain 2: Law & Ethics

In this performance domain, the hospital administrator monitors the procedures and policies of the practice to determine whether events and processes comply with laws, regulations, or standards.

Tasks -Hospital Administrators perform the following tasks related to compliance with legal, statutory, and ethical requirements:

Understand and ensure compliance with appropriate regulatory agencies
OSHA/OSHA Right to know, DEA, and FDA.
State safety regulations
State and local agencies
Monitor hospital violations and dangerous situations
Document and report accidents; file appropriate report.
Understand the ethical requirements of veterinary practice, as outlined by Anchor Animal Hospital Code of Ethics, and ensure that professional and support staff fulfills their ethical responsibilities.
Understand and ensure compliance of Contract Law as it pertains to associates and staff
Understand and ensure compliance with Employment/Labor Law, including: Fair Labor Standards Act
Civil Rights Act of 1964
Sexual Harassment
Pregnancy Discrimination Act
Americans with Disabilities Act
Age Discrimination in Employment Act
Family and Medical Leave
Worker’s Compensation
Federal Unemployment Tax Act
Employment Retirement Income Security Act
Consolidated Omnibus Budget Reconciliation Act-COBRA Health Insurance Portability and Accountability Act (HIPPA) Mental Health Parity Act
Employee Polygraph Protection Act
Required Department of Labor Posters
Understand and ensure compliance with the legal and ethical guidelines surrounding confidentiality of staff, patients and clients.

Job Domain 3: Marketing & Client Relations:

In this performance domain, the Hospital Administrator plans and coordinates marketing, public relations, and client service programs. In terms of marketing, the manager develops internal and external marketing plans and monitors results of marketing efforts. In terms of client relations, the manager establishes protocols for client communications and monitors client services to facilitate client retention and satisfaction.

Tasks –Veterinary Hospital Administrators perform the following tasks related to client relations:

Client Services
1. Monitor client retention
2. Develop and manage new client programs
3. Handle Client complaints
4. Obtain/report client feedback on service- surveys
5. Respond to client questions
6. Develop and manage client reminder systems
Client Education
1. Manage client education

Job Domain 4: Organization of the Practice

In this performance domain the Hospital Administrator is responsible for general practice management, including maintaining appropriate inventory and medical records systems, establishing protocol for hospital policies and procedures, and coordinating equipment acquisition and maintenance. The administrator is also responsible for establishing data monitoring systems related to the veterinary practice. (E.g. controlled drugs, radiography exposure, laboratory and surgical procedures)

Tasks –The Hospital Administrator performs the following tasks related to organization of the practice:

Inventory
1. Maintain appropriate inventory system
2. Oversee ordering and purchases
3. Oversee Control Drug purchases and logging
4. Financial decisions on new, and promotional purchases
5. Financial Equipment – medical and building decisions in conjunction with owner.
Equipment & Maintenance
1. Assure insurance coverage of hospital and equipment
2. Contract for repair/maintenance of equipment, building, grounds
3. Protocols for daily facility maintenance
Medical Record Standards and Compliance
1. Maintain appropriate medical record system that complies with legal standards
Technology and Communication Systems and Policies
1. Establish policies for use of technology in the practice, including computer networks
2. Telephone systems
3. Facsimile, copiers and printers.
Liaison to Professional Services
1. Act as a liaison between the practice and professional advisors (e.g. , accountants, insurance agents, consultants)
2. Building related expenses – such as heat/ac, electric, phone, internet, etc.
Hospital policies/ procedures/ Risk Management
1. Maintain protocols for hospital procedures and risk management plans.
Veterinarians
1. Participate in interview and hiring process
2. Oversee schedule templates
3. Direct, as needed

Job Domain 5: Financial Management

In this performance domain, the Hospital Administrator analyzes financial reports for the practice, maintains practice financial accounts, oversees banking procedures, establishes client credit policies and conducts fee analysis and projections and prepares budgets.

Tasks –Veterinary Hospital Administrator performs the following tasks related to financial management:

Analyze practice and financial reports
Manage Bank Deposits for all Business accounts
Manage Payroll and Budgets
Manage A/R and A/P
Prepare budgets and long-range fiscal plans
Establish and enforce client credit policies
Conduct fee analysis, and monitor and update fee schedules
Oversee Cornerstone Inventory and Service codes
Oversee Inventory Management
Oversee daily and monthly banking procedures
Maintain chart of accounts
Maintain petty cash account
Knowledge of Quick Books
VSG and SOMU Quarterly and Yearly Reports
Monthly/quarterly financial report preparation and review with Owner

Control Over Work

The hospital administrator works under the broad general administrative supervision of the owners/ board of directors. Exercises wide latitude and uses personal judgment in selecting methods, establishing priorities and arriving at 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 through spot checks, review of records and correspondence, as well as through demonstrated ability to resolve problems independently and handle unusual situations relating to administration, training, logistics and management of the hospital.

Experience Requirements

Understanding of the critical balance between the administrative and clinic functions in the veterinary health care delivery system and the ability to coordinate and control programs and resources to achieve a balance.
Ability to apply the specialized principles and practices of veterinary practice management in directing the daily operation of this practice, thereby allowing the practitioners the time necessary to carry out of their profession.
Knowledge of hospital procedures outlined in the employee manual as well as those that are implied (reasonable expectations)
Requires ability in problem-solving-decisions involving veterinary expertise will be reserved for the practitioners.
Demonstrates initiative and self-motivation to follow through on all responsibilities in a timely manner.
Well-versed in business and accounting principles and knowledgeable about veterinary medicine (working knowledge of P&L statements)
Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits.
Strong computer skills including MS Office (Word, Excel) email.
Strong communication, leadership and motivation skills. Ability to direct, guide and assist a group of individuals including effectively solving problems dealing with team conflict to personnel issues and performance.
Ability to show unbiased judgment when managing people and make fair and just recommendations in regards to personnel issues and / or disciplinary action.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
The ability to listen to and understand information and ideas presented through spoken words and sentences and the ability to communicate information and ideas in speaking so others will understand.
Critical thinking – Understanding the logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
5 years of veterinary supervisory experience and college degree preferred. An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

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.

Frequently move from place to place within the hospital to file, use office machinery such as fax machines and computer, assist clients and employees.
Frequently required to communicate with clients, team members and associates. Must be able to exchange accurate information.

Essential Functions:

Responsible for overseeing all aspects of the operation and administration of the practice in keeping with the policies established by the Owner and in compliance with regulatory guidelines to provide the highest quality of care for our clients and patients and create a positive team-orientated environment for our staff.
Develops recommended policies and procedures; implements and monitors the effectiveness of policies, procedures and programs; recommends and implements changes as required.
Timely prepares and oversees operating budget, monitors contracts and ensures operation within budgetary constraints. Ensures that financial controls are in place and financial reports are prepared and reviewed timely. Monitors billing and collection. Prepares various reports describing statistical, fiscal and personnel data of the practice.
Oversees the daily operation and activities of administrative services, and other support services, and physical plant maintenance.
Communicates well, provides strong leadership and motivation to direct, guide and assist a group of individuals including effectively solving problems.
The ability to listen to and understand information and ideas presented through spoken words and sentences and the ability to communicate information and ideas in speaking so others will understand.
Regular attendance and timeliness are essential.
Ability to oversee/market the practice as necessary to initiate new programs and educate clients of services available.