Business Office Manager - Healthcare jobs in New Orleans, LA

Job Title: Animal Healthcare Office Manager

Department: Administrative

Job Summary:

The office manager’s responsibilities include ordering, inventory management, coordinating schedules, resolving conflicts among office staff members, training of staff members, and all other aspects which keeps the office operating efficiently. You should also be able to answer veterinarians' questions regarding company policies, collection techniques, telehealth appointment availabilities, and service costs.

To be successful as a office manager, you should be patient, detail-oriented, and adept at multitasking. Ultimately, an outstanding office manager should be able to communicate effectively with farmers, pet owners and veterinary staff members as well as demonstrate exceptional management, organizational, and customer service skills.

The candidate must have excellent communication and diplomatic skills to work in a professional manner with people, both internal and external, across several management levels. Individual must have sound judgment and be extremely organized with a strong emphasis on attention to detail. The position requires a person who is able to handle several projects in parallel and follow through on expectations, with minimal supervision. Individual should be self-motivated, a fast learner, proactive in anticipating needs and thinking beyond the guidelines provided in the role. Ideal candidate is able to work independently and contribute as an effective team member. Accuracy and adherence to deadlines in a fast-paced environment is essential. The position provides general administrative support to the Executive Team.

Essential Duties:

· Make informal recommendations to the management concerning such personnel matters as staffing needs, advancement, re-assignments, hours of work or other status changes affecting the receptionists.

· Direct on-the-job training to develop employee skills, advise employees of performance requirements and their progress in meeting those requirements, discuss corrective measures to improve performance and prepare appraisals.

· Recruit/Hire/Onboard appropriate staff members that fit within the culture and the needs of the company. Terminate staff members that do not follow the guidelines, policies, and protocols. This includes handling job descriptions and assisting with setting salaries.

· Market the company to prospective customers and the veterinary community by identifying and attending relevant local and regional events.

· Resolve informal employee complaints, provide a general explanation of the nature and basis for company personnel policies and procedures; maintain effective employee-management communication.

· Work well with all team members and ensure that your actions support the company, the doctors, and the company philosophy.

· Knowledge of company procedures for assembling patient records in their required order and sequence and for recording a variety of veterinary practitioners’ orders for patient activities, diet, tests, and treatments to maintain an accurate and permanent report of patient information.

· Knowledge of spelling and meaning of commonly used veterinary terminology (e.g., terms of anatomy, physiology, diseases, tests, etc.) to accurately enter specific information into patient records.

· Requires skill in obtaining information from farmers, veterinary staff, and pet owners to complete records, in giving instructions for scheduling appointments and therapeutic activities and in relaying the orders concerning animal care and treatment.

· Ensuring that pet owners' complaints are promptly addressed and resolved.

· Strong client service skills.

· Preparing employee work schedules and managing the office staff.

· Strong leadership, communication, and motivations skills. Has the ability to direct, guide and assist a group of individuals.

· Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

· Ability to show unbiased judgment when managing people and make fair and just recommendations regarding personnel issues and/or disciplinary action.

· Answering telephone calls in a polite and professional manner.

· Establish inventory control system to assure adequate stocks of supplies are available. Review best prices for all products purchased. Maintain inventory control, including controlled drugs, by monitoring product quantities, qualities, and price points. This includes equipment and dealing with returns.

· Manage and/or implement company policies, including DEA/Controlled Substances and OSHA.

· Ensure payroll is completed and submitted accurately and in a timely manner.

· Establish good relationships with vendors to receive the best support that vendor has to offer the company.

· Promptly notifying the appropriate veterinary, pharmacy, and laboratory staff of emergency cases.

· Interviewing suitable office staff candidates and providing training to office employees as needed.

· Communicates with employees at all levels of the organization to gather or convey information.

· Screens phone calls, email, greets visitors and resolves routine and some complex inquiries.

· Maintains electronic calendars, scheduling meetings and activities, rescheduling as needed.

· Prepares correspondence, memoranda, report, agendas, etc.

· Provides administrative support for day-to-day activities and long-term projects.

· Assist with payroll and human resource functions.

· Coordinates conference calls, videoconferences, and other telecommunication requests; this would require thorough understanding of multiple telecommunication features.

· Daily communication with all levels of the organization. Continuous contact with external parties will be required to handle questions, resolve issues and provide information.

· Handles arrangements for all types and levels of meetings, internal and external.

· Follow up with meeting minutes, notes, action items, scheduling of subsequent meetings are required.

· Make arrangements including scheduling flights, ground transportation, and accommodations.

· Prepares responses to mail of a routine nature for review and signature of appropriate personnel. Devising and submitting documents/memos for review and signature, making copies as needed and handles mailing distribution.

· Maintains existing electronic and hardcopy filing /recordkeeping systems, keeping them current, accurate and assessible to those who may need stored information.

· Handles sensitive information requiring a high degree of discretion and absolutely confidentiality.

· Receive laboratory samples and check them for accuracy.

· Ensure that the labels on the specimens coincide with the information provided associated with the label.

· Check specimens for contamination before preparing them for testing.

· Ensure that all analysis and preparation stages are documented properly.

· Label prepared specimens in accordance to the information provided in the initial file and ensure that specimen bottles are stored with associated information files.

· Manage data entry tasks associated with punching in patient specimen information in the lab database.

· Ensure that each process of analysis and preparation is documented in accordance to the lab’s documentation guidelines.

· Handle hazardous waste management activities in accordance to preset policies, protocols, and regulatory standards.

· Ensure proper storage of specimens in the storage area and prepare specimens for shipping

· Document and report any issues that may have arisen during the preparation process.

· Handle container management in a time-efficient manner.

· Communicate appropriately and inform physicians and health care facilities about the tests provided by the company and test results.

· Records, compiles, and maintains records according to the Quality Management Plan to ensure states and federal regulations are upheld for all reagents, procedures, and equipment used in the testing process.

· Assist in the development, evaluation, and implementation of new procedures and protocols.

· Performs general duties such as ordering supplies, general lab housekeeping, and maintaining safety records.

Physical Demands

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is regularly required to talk and hear. This position requires the ability to occasionally lift office products and supplies, up to 30 pounds, standing and/ or walking continuously. There may me long periods of sitting involved. Infrequent exposure to hazards such as dust, fumes, or extreme temperatures, airborne or bloodborne pathogens, or allergens. Exposure to UV lights while some equipment is in use in the labs. Must have the ability to distinguish colors and perceive relative distances between objects. Online color-blind test is required.

Qualifications

• Experienced or Certified Veterinary Practice Manager with a minimum of 1-year management experience preferred or 3 years veterinary experience preferred
• Knowledgeable in veterinary medicine terminology and how to run a veterinary practice/office
• Compassionate, Calm, Team Player, Multi-Tasker and Strong Communicator
• Highly organized and possess computer skills
• Self-starter with the desire to continue to advance your knowledge and skillset
• Open availability with flexibility to change hours based on hospital’s needs

Additional Notes:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Ability to be confident around animals (i.e., dogs, cats, birds, reptiles, etc. Candidate to confirm species treated with practice leadership for additional clarity.)

May require travel up to and including international. The above description is not exhaustive the scope of the Executive role can be wide and varied.

Job Types: Part-time, Contract, Internship

Pay: $11.00 - $20.00 per hour

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Education:

• Associate (Required)

Experience:

• Veterinary clinic: 2 years (Required)

Work Location: In person