Clinic Operations Manager at Homewood Veterinary Care

Homewood Veterinary Care•Homewood, IL

1d•Onsite

About The Position

Homewood Veterinary Care, an AAHA accredited practice that opened in October 2022, is seeking a Clinic Operations Manager. The practice has moved to a new, spacious facility with modern equipment and amenities designed for both patient and client comfort. The Clinic Operations Manager will report to the Regional Director of Operations and will be responsible for managing all essential business functions, supporting practice teams, and ensuring successful operations, high client satisfaction, and business growth. Key focus areas include Practice Operations, HR, Marketing, Strategic Planning, and IT Management. The ideal candidate will be a strong people manager with excellent business acumen, leadership skills, and a passion for developing teams to drive high-quality patient care and exceptional client service.

Requirements

Full-time, on-site, ability to work on weekends when needed
High school diploma or equivalent
Ability to lift patients and carry equipment up to 25 pounds; ability to lift patients or carry equipment over 25 pounds with assistance
Knowledge of OSHA safety techniques including use of proper PPE
Excellent computer skills including MS office applications, office technology, etc.
Basic math and ability to calculate medication dosages
Strong communication skills
Client service experience

Nice To Haves

Associate degree in applied science, veterinary technology, or business a plus
Practice Manager Certification a plus

Responsibilities

Manages practice financial performance, putting plans in place and engaging teams around activities that drive revenue for growth.
Manages practice expenses including pharmacy, supplies, labor, and facility.
Ensures appropriate inventory management including an appropriate balance of regular stock and sales.
Manages and partners with MDVM to ensure accurate pricing is applied.
Provides input during annual budget planning.
Creates new or analyzes existing performance reports and generates insights to improve performance.
Applies knowledge and understanding of veterinary practice management in directing successful daily operations, thereby allowing the doctors and technicians the time to successfully manage workload.
Ensures that all practice technology is appropriately working.
Ensures compliance with appropriate regulatory agencies, including monitoring practice violations and dangerous situations; documenting and reporting incidents, filling reports, and partnering with RDO when appropriate.
Ensures the cleanliness of the practice; ensures the environment contributes to an excellent client experience.
Responsible for all staff scheduling and ensures patient scheduling is done to satisfy clients and team members.
Manages necessary vendor and supplier relationships to ensure quality support for practice supplies, tools, equipment, and resources.
Responsible for timely and accurate tracking of employee payroll; maintaining payroll records; ensuring compliance with all applicable payroll regulations; addressing employee payroll inquiries; and resolving discrepancies.
Responsible for accounts payable duties including, processing invoices, verifying purchases, and reconciling discrepancies, and maintaining accurate records.
Partners with MDVM to maintain an appropriate medical record system that complies with legal standards.
Regularly reviews client feedback and identifies opportunities for practice improvement.
Actively engages with clients to ensure satisfaction and resolve problems.
Collaborates with Heartland Marketing to develop and implement a marketing strategy aligned with practice goals.
Oversees social media, fostering community relationships, and supporting local initiatives.
Ensures that team is appropriately staffed and partners with Heartland’s Recruiting team to fill open requisitions.
Effectively builds and nurtures relationships with key stakeholders—including veterinarians, support staff, distributor representatives, and support center partners—to drive the practice's success.
Actively seeks opportunities to enhance operational efficiency, elevate the client experience, and support sustainable practice growth through strategic partnerships.
Supports practice, when necessary, by working in the client reception area or if technically skilled may support Veterinarians.
Partners with Heartland Support Center as needed.
Partners with MDVM to ensure all team members adhere to practice operating procedures; ensures the accuracy and completeness of veterinary records; ensures that reports comply with accepted practice guidelines.
Ensures compliance with regulatory agencies and laws including OSHA, DEA, EEOC, ADA, and the Department of Labor; Develops and maintains procedures necessary to meet regulatory requirements.
Ensures all team members complete annual compliance related activities including review and sign off on policies, compliance training, and safety training.
Maintains a high degree of confidentiality; secure all employee records, ensure team member performance is discussed only with individual team members, etc.
Executes annual performance evaluations and salary increases.
Conducts regular staff meetings, trainings, and team activities.
Partners with RDO and Heartland’s Human Resources team to navigate employee relations situations, company policy, or other labor law issues.
Conducts regular check-ins with team members to ensure they have the tools and support they need to successfully complete their jobs and deliver a great client experience.
Ensures all team members are engaged and have the support they need to stay balanced and productive.
Monitors that the performance of each team member is on track.
Rewards and recognizes successful performance and manages corrective action activities if performance is off track (partners with RDO/DVM on clinical performance improvement needs).
Appropriate seeks support from RDO, Heartland Human Resources, or other Heartland team members to ensure team success.
Ensures professional development and regular feedback are provided to all team members.
Other duties as assigned.