Job Details


Office Manager  Holland, MI  Posted: 6/26/2020
Job Description

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Position Type:

Full-Time Employee


Job Requirements


Ottawa Animal Hospital 
Veterinary Office Manager

Office Manager Job Description
Reports to: Practice Manager
PURPOSE OF THE JOB The Office Manager is a key member of the hospital management team. This position reports to the hospitals Practice Manager. The Office Manager provides support to the Practice Manager in efforts to provide leadership to the medical support staff in the operation of a hospital in accordance with hospital policy and procedures.
Essential Functions
  • With direction of Practice Manager assist in directing reception manager and technician manager or function in these roles
  • With direction of Practice manager assist in directing job placement and task management, keeping technical skills in mind
  • Assist with maintaining efficient schedules, limiting overtime
  • Initiate changes in staff coverage for varying case load
  • Assist in being responsible for orientation, job training and development of the technical support staff, doctors
  • and receptionists
  • Develop and present continuing education topics to the staff on a regular basis
  • Develop and lead all staff meetings, oversee reception and technical meetings
  • Conduct job shadows/interviews and pre-employment screens
  • Obtain all new employee paperwork
  • Write and conduct performance evaluations for the team
  • Manage staff member breaks
  • Assign tasks and maintenance duties and oversee completion
  • Manage down time activities
  • Manage call-ins and physically cover shifts as needed
  • Contribute to on the floor/overall performance modification
  • Assist in monitoring staff participation in client services, phone calls, histories, discharges and client visits bringing concerns to Practice Manager.
  • Review treatment sheets and medical records to ensure standard of care and record keeping
  • Manage staff recognition
  • Oversee and/or manage OSHA training and compliance (including radiology badge monitoring)
Practice Management Software
  • Assist in managing doctor schedules and appointment schedules
  • Assist in block appointment times as necessary
  • Manage AllyDVM updates
  • Oversee daily deposits (minimum 3 times per week/per site)
  • Oversee open invoices and account issues
  • Oversee petty cash
  • Oversee A/R and submit to collections as necessary
  • Forward invoices to financial manager
  • File invoices and bills
  • Assist with managing advertisement and administration of clinic specials
  • Provide service breakdown reports and financial reports as required by Practice Manager
Client Care
  • Monitor and respond to online client complaints (NPS Score Tracking and Response)
  • Monitor and respond to in person client complaints
  • Conduct client surveys and client service calls
  • Reminder sending
  • Monitor and manage hospital email
  • Manage phone systems and voicemail
Additional Functions
  • Perform all duties and tasks as assigned
  • Minimal travel required, possibly for vendor visits and associate education
Minimum Qualifications
High School diploma or Equivalent
Three (3) years Management Experience
A Bachelor’s Degree in Management or Leadership, M.B.A., CVPM and/or CVT/LVT
Former veterinary experience


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