Practice Manager at Carolina Family Vet

Carolina Family Vet•Asheville, NC

2d•$55,000 - $60,000•Onsite

About The Position

Carolina Family Vet is a full-service veterinary clinic dedicated to providing compassionate, high-quality pet care to the Asheville, Leicester, Weaverville, Fairview, Candler, and surrounding areas. The clinic emphasizes a fun and loving work environment while utilizing cutting-edge technology to deliver top-notch medical care. The Practice Manager reports to the Regional Director of Operations and is responsible for managing all essential business functions, supporting practice teams, and ensuring successful practice operations, high client satisfaction, and profitability. 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 position.
Ability to work on weekends when needed.
High school diploma or equivalent.
Excellent computer skills including MS Office applications and office technology.
Basic math skills and ability to calculate medication dosages.
Strong communication skills.
Client service experience.
Knowledge of OSHA safety techniques, including proper PPE usage.
Ability to lift patients and carry equipment up to 25 pounds.
Ability to lift patients or carry equipment over 25 pounds with assistance.

Nice To Haves

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

Responsibilities

Manages practice financial performance, implementing plans and engaging teams to drive revenue growth.
Manages practice expenses including pharmacy, supplies, labor, and facility.
Ensures appropriate inventory management, balancing regular stock and sales.
Manages and partners with the Managing Doctor (MDVM) to ensure accurate pricing.
Provides input during annual budget planning.
Creates new or analyzes existing performance reports and generates insights to improve performance.
Applies knowledge of veterinary practice management to direct daily operations, allowing doctors and technicians to focus on patient care.
Ensures all practice technology is functioning appropriately.
Ensures compliance with appropriate regulatory agencies, monitoring violations, documenting incidents, and reporting as needed.
Ensures the cleanliness of the practice and that the environment contributes to an excellent client experience.
Responsible for all staff scheduling and ensuring patient scheduling satisfies clients and team members.
Manages vendor and supplier relationships for practice supplies, tools, equipment, and resources.
Responsible for timely and accurate tracking of employee payroll, maintaining records, ensuring compliance, and resolving inquiries.
Responsible for accounts payable duties, including processing invoices, verifying purchases, reconciling discrepancies, and maintaining records.
Partners with MDVM to maintain an appropriate medical record system compliant 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, fosters community relationships, and supports local initiatives.
Ensures appropriate staffing levels and partners with Heartland’s Recruiting team to fill open positions.
Builds and nurtures relationships with key stakeholders (veterinarians, support staff, distributor representatives, support center partners) to drive practice success.
Seeks opportunities to enhance operational efficiency, elevate client experience, and support sustainable practice growth through strategic partnerships.
Supports practice operations by working in the client reception area or assisting veterinarians if technically skilled.
Partners with Heartland Support Center as needed.
Ensures all team members adhere to practice operating procedures, veterinary record accuracy, and compliance 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 to meet regulatory requirements.
Ensures all team members complete annual compliance activities, including policy review, compliance training, and safety training.
Maintains a high degree of confidentiality regarding employee records and performance discussions.
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, company policy, or labor law issues.
Conducts regular check-ins with team members to ensure they have the necessary tools and support.
Ensures team members are engaged and have the support needed to stay balanced and productive.
Monitors team member performance, rewards successful performance, and manages corrective action (partnering with RDO/DVM for clinical performance).
Seeks support from RDO, Heartland Human Resources, or other team members as needed.
Ensures professional development and regular feedback are provided to all team members.
Performs other duties as assigned.