Practice Manager

Are you ready to lead in an environment where the happiness of our veterinarians and veterinary health professionals is as much a priority as the health of the pets we care for? At Mosaic Animal Health Center Fair Haven (MFH), we are more than a veterinary clinic; we are a vibrant, forward-thinking team that is deeply committed to nurturing a workplace of joy, wellbeing, and unparalleled professional growth. As our Practice Manager, you will play a critical role in sustaining this unique culture, driving operational excellence for our veterinary team. Join us in making a tangible difference in the lives of pets and the people who care for them through this premium model of veterinary care in Madison, NJ

Key Position Responsibilities:

Support the human-animal bond and the ethics of caring in all interactions and decisions related to clients, patients and staff.
Be an agent of change to build and support the Mosaic culture in order to have a positive impact upon the lives of veterinarians and staff.
Foster an environment that successfully provides an excellent client experience through clear, consistent and knowledgeable client communication.
Oversee daily hospital workflow to ensure clients and patients are seen and treated in a professional, timely manner. Identify any barriers – recommend and/or implement resolutions.
Monitor start-of and end-of-days tasks related to hospital non-clinical and clinical needs, i.e., admits, discharges, end of day invoice totaling, etc.
Communicate any patient or client concerns to appropriate staff. Administrate, review and resolve non-medical client concerns and complaints.
Continually review hospital processes to improve efficiency and ease workflow issues.
Oversee the recruitment, interviewing, hiring and training of non-clinical staff.
Encourage and direct staff training, development, continuing education and professional goals.
Meet with individual employees for monthly check-ins to discuss and evaluate their current perspective on job satisfaction, hospital culture and how he/she can contribute to positive change, i.e., take “the pulse” of the employee.
Monitor employee competence, effectiveness and support of the Mosaic culture, values and mission through feedback, observation and performance reviews. Complete annual employee reviews.

Key Position Responsibilities (continued):

Support staff with transparent and prompt communication. Organize and conduct staff meetings. Attend other meetings as needed.
Review and respond to all communication in a timely manner.
Ensure MFH policies, guidelines and recommendations are quickly communicated to hospital staff and adequate training follows as needed.
Act as a daily resource for all staff for their professional needs, while directing and guiding them to an appropriate and responsible resolution.
Enforce hospital policy and oversee disciplinary actions, documentation and terminations.
Address issues with staff negativity, gossip or other inappropriate behaviors
Plan for and monitor staff scheduling, including requests for time off, so practice needs

are met and practice operates within budget.

Monitor and approve all expenditures within Mosaic Animal Care Group (MACG) guidelines and budgets.
Approve payroll weekly.
Oversee billing, invoicing and approval of any discounts and other special accounts.
Review, confirm and forward accounts receivable and payable for proper and timely processing.
Review and assess financial data with MACG to capture ways to improve revenues and hospital contributions.
Become an expert of Ezyvet and AllyDVM to optimize their functions for daily employee use in all areas of hospital.
Ensure all aspects of patient care and client communication are documented and captured in Ezyvet and/or AllyDVM.
Support, participate and engage hospital staff in planned marketing, social media and community events, following expected MFH guidelines.
Ensure OSHA and safety program and procedures are followed, monitored and updated so the hospital is in safety compliance.
Uphold and maintain hospital cleanliness and take care of the new facility. Address issues with hospital facilities in a timely manner.
Maintain relationships with vendors. Arrange for lunch-n-learns.
Assist Medical Director with management of hospital needs related to clinical areas.
Facilitate open, frequent and transparent communication with Mosaic Animal Care Group (MACG)
Assign job responsibilities to employees and delegate, as necessary.
Perform other duties as assigned.

Key Attributes:

A successful Practice Manager will possess the following attributes:

A friendly and positive outlook that finds satisfaction in assisting people and their pets.
The ability to effectively multi-task while meeting the needs of the clients and staff in a fast-paced environment.
An understanding of the larger goal of providing an excellent client and patient experience.
The confidence to take responsibility for, and work through, problems with patience and professionalism to resolution.
Belief in, and enjoyment of being part of a team.
Excellent listening and communication skills.
Detail-oriented with strong organizational skills
Flexibility and adaptability in new and/or stressful situations.

Qualifications:

5+ years of management experience and client service in a veterinary hospital.
Knowledge of veterinary PIMs, Ezyvet preferred, and other aspects of technology
Experience in marketing and community outreach.
Bookkeeping and financial knowledge and organization.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

The employee is required to sit, stand, walk, talk, see and hear.
The employee will occasionally need to reach above shoulder level.
The employee may occasionally lift, pull or push up to 10 pounds.