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Practice Manager – Urgent Care Veterinary Clinic

Ad Astra Urgent Care Veterinary Clinic – Lawrence, KS

Schedule: Tuesday- Saturday (12:00 pm – 8:00 pm)

Compensation: $48,000-$60,000

About Us

At Ad Astra Urgent Care Veterinary Clinic, we provide compassionate, accessible, high-quality urgent care and overnight monitoring for pets in Lawrence, KS, during the hours when primary care clinics are closed. Our team works closely with referring veterinarians to ensure seamless communication and continuity of care. We pride ourselves on a supportive, collaborative environment where every team member contributes to excellent patient outcomes and client experiences.

Position Summary

The Practice Manager is responsible for the overall administrative, operational, financial, and personnel management of the veterinary hospital. Working collaboratively with the Chief Veterinarian, Senior Registered Veterinary Technician, and practice owners, the Practice Manager ensures the clinic operates efficiently, delivers exceptional patient and client care, maintains regulatory compliance, and achieves financial and operational goals. The Practice Manager oversees all non-medical aspects of the hospital while supporting the veterinarians in delivering high-quality urgent veterinary care. This position reports to the owners of the practice.

Qualifications

• Bachelor's degree in Business Administration or Management, Healthcare Administration, Veterinary Practice Management, Project Management, or related field preferred.

• Five or more years of management experience.

• Business or Practice management experience preferred.

• Demonstrated leadership and supervisory experience.

• Strong financial management skills.

• Excellent communication and conflict resolution abilities.

Salary and Benefits

● Competitive salary

● Consistent 5-day work week, may flex after one year

● Accrued Paid Time Off after 3 months

● Retirement savings and health insurance contribution

● Collaborative, supportive work culture

● Opportunities for continued learning and professional growth

Responsibilities

• Direct all daily business operations of the clinic.

• Ensure efficient workflow throughout the practice.

• Staff and/or oversee front desk, client service representatives working in-house or remotely, oversee productivity of technicians, assistants, and administrative staff.

• Develop and maintain operational policies and procedures.

• Monitor patient flow and identify operational improvements.

• Coordinate opening and closing procedures.

• Ensure hospital cleanliness, organization, and professional appearance. • Work with Chief Veterinarian to develop contingency plans for staffing shortages and emergency situations.

Human Resources

• Recruit, interview, hire, and onboard employees.

• Supervise all non-veterinarian staff.

• Conduct employee performance evaluations alongside Senior Veterinary Technician. • Provide coaching and performance management.

• Address employee concerns and resolve workplace conflicts.

• Maintain employee personnel files.

• Work with Chief Veterinarian and Senior Veterinary Technician to coordinate employee schedules including approving leave requests.

• Manage timekeeping and attendance.

• Ensure compliance with employment laws.

• Foster employee engagement and retention.

• Build a positive workplace culture.

• Work with Chief Veterinarian, Senior Veterinary Technician to conduct regular staff meetings.

Financial Management

• Work with owners to develop and monitor annual operating budgets.

• Work with owners to monitor revenue, expenses, and profitability.

• Manage accounts payable and purchasing.

• Review, approve, and send payroll.

• Identify opportunities for operational efficiencies and cost savings.

Revenue Cycle Management

• Monitor invoicing and collections.

• Ensure accurate coding and billing.

• Oversee payment plans and angel fund balance.

• Monitor client estimates and financial communications.

• Review pricing and fee schedules.

• Assist facilities manager, Chief Veterinarian, and owners with inventory pricing and vendor negotiations.

Client Experience

• Ensure exceptional customer service.

• Work with Chief Veterinarian and owners to resolve client complaints.

• Monitor client satisfaction.

• Oversee online reputation management.

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• Respond to client reviews and concerns.

Regulatory Compliance

This position works directly with the Chief Veterinarian and General Counsel to ensure compliance with:

• OSHA

• Controlled substance regulations

• DEA requirements

• Federal, State, and local veterinary practice laws

• Radiation safety standards

• Biohazard disposal regulations

• Workplace safety policies

Facility Management

This position works directly with the Facilities Manager and Chief Veterinarian to: • Oversee medical and office inventory, establish inventory controls, and maintain vendor relationships.

• Manage software

• Coordinate facility maintenance.

• Schedule equipment servicing.

• Coordinate construction or repair projects.

• Ensure equipment is operational.

Quality Assurance

• Monitor client service standards.

• Review workflow efficiency.

• Assist with quality improvement initiatives.

• Develop standard operating procedures.

• Monitor compliance with hospital protocols.

• Conduct operational audits.

Risk Management

This position works directly with the Chief Veterinarian and General Counsel to: • Investigate incidents, maintain incident reports

• Coordinate insurance claims.

• Reduce organizational risk through policy implementation and internal compliance.

Community Relations

• Represent the clinic professionally.

• Build relationships with referring veterinarians.

• Coordinate community outreach.

• Participate in community events.

Locally owned and operated urgent care facility.