Veterinary Office Manager

Veterinary Practice Partners

30d • $33 - $37 • Onsite

About The Position

As you join our mission of "Healing Those That Heal Us," you'll play a vital role in creating a welcoming and organized environment for our clients and team.
With strong administrative skills and a commitment to exceptional client service, you'll oversee front desk operations, manage scheduling and communications, and ensure smooth day-to-day workflows. Your attention to detail and ability to prioritize will help maintain efficiency, support our staff, and deliver a positive experience for every client who walks through our doors.

Requirements

• Growth mindset - a leader who takes initiative, welcomes feedback, and always seeks avenues for continuously improving
• Independent leader looking for an opportunity to take ownership of work and lead by example
• Team approach - puts the team/community first and thrives in a collaborative environment
• Drives results - identifies opportunity areas, develops an action plan, and executes
• Effective time management, organization, multi-taskin,g and attention to detail
• Strong communication and conflict resolution skills with staff and clients
• Passionate about great customer service
• Comfortable with computers and software (e.g., Teams, Microsoft Office, Slack, etc.)
• Must have strong capabilities in: balancing needs of business and staff, organization and prioritization, problem-solving, computer systems (our practice management system), and the ability to both formulate plans and drive results on your own and in conjunction with the leadership team.

Responsibilities

• Ensure that all clients are greeted warmly, and their needs are addressed promptly, whether over the phone or in person.
• Oversee appointment scheduling to ensure efficient use of clinic resources, minimizing wait times while maximizing veterinarian and technician productivity.
• Oversee client check-ins/check-out processes, ensuring accurate collection of information, payments, and scheduling of follow-up appointments.
• Ensure proper maintenance and cleanliness of the hospital's facilities and equipment. Maintain the reception area's cleanliness and organization to create a welcoming environment.
• Develop and implement client retention and outreach programs to enhance client engagement and loyalty.
• Manage and supervise the receptionist team, including scheduling and daily oversight. Play supportive role in performance management with Hospital Leadership in primary management role.
• Ensure receptionists are trained in customer service protocols, phone etiquette, appointment scheduling, and use of the clinic's management software.
• Manage the clinic's phone system, ensuring calls are answered and messages are relayed accurately and promptly to the appropriate staff members.
• Maintain and update training materials and standard operating procedures for reception staff to ensure consistent service delivery.
• Train new staff on customer service protocols, clinic policies, and the use of veterinary software.
• Act as the first point of contact for any issues or concerns raised by reception staff or clients, resolving conflicts, and providing guidance.
• Collaborate with veterinarians and technicians to ensure high standards of patient care and treatment.
• Monitor and improve patient flow and clinic efficiency to minimize wait times and enhance the client experience.
• Support Leadership with scheduling of staff, including technician and support personnel, to ensure adequate coverage and efficient workflow.
• Handle the processing of payments, billing inquiries, and insurance claims, ensuring accurate financial records.
• Monitor and ensure accurate entry of client and patient information into the practice management system, maintaining up-to-date records.
• Ensure the reception area is stocked with necessary supplies, including forms, informational brochures, and office materials.
• Responsible for accurate and timely completion of international health certificates for the practice and training and oversight of certificate completion by other practice team members.

Benefits

• All the benefits you deserve—medical, dental, vision, and retirement.
• Paid time off. Take the time you need to recharge.
• Employee pet discount because we know your pets are family, too.
• 401(k) with a generous company match to help you invest in your future while you care for pets today.
• Guardian voluntary benefits, including optional supplemental coverage

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees