A Day in the Life: The many hats of a veterinary practice manager

Behind every successful veterinary practice, a dedicated practice manager is holding everything together, ensuring the practice runs smoothly. The veterinary practice manager is a true jack of all trades who juggles administrative duties, people management, client relations, and many other responsibilities. Essentially, every task that is not included in someone else’s job description falls to the practice manager.

At Provet Cloud, we recognize that veterinary practice managers have a tough job. Hospitals would flounder without managers to bring an owner’s vision to life while supporting the veterinary team. We’re highlighting the diverse roles that managerial professionals handle daily and how they fit into a successful practice.

Here's a glimpse into the life of a veterinary practice manager.

Veterinary practice manager roles and responsibilities

Practice managers are responsible for many duties across all clinic areas – they act as financial planners, bookkeepers, human resource managers, staff leaders, and problem-fixers. Although practice managers primarily handle the veterinary practice’s business aspects, many also contribute “on the floor,” answering phones or restraining pets when necessary.

Some daily tasks on a veterinary practice manager’s to-do list may include:

• Overseeing smooth and efficient operations, from appointment scheduling to facility maintenance
  
  
• Handling budgeting, payroll, bookkeeping, accounting, and financial reporting, or working with other professionals to accomplish financial goals
  
  
• Recruiting, training, and managing staff, including scheduling, addressing personnel issues, and mediating conflicts
  
  
• Keeping the clinic in compliance with state and federal laws and regulations
  
  
• Addressing client concerns and enhancing the customer service experience
  
  
• Overseeing inventory management or another team member who has been delegated the task
  
  
• Marketing the clinic's services through various channels

A veterinary practice manager’s typical day

Planning a practice manager's day is challenging. Each day typically varies significantly and despite a never-ending list of tasks to be completed, managers are also often bombarded with problems that derail their planned schedule. Here’s a look at a manager’s general daily responsibilities:

• Morning preparation — First, managers review the day's schedule, ensuring adequate staffing, and addressing early morning “fires.” Some teams hold morning huddles that a manager typically leads. Managers set the tone for the day, which can significantly impact team attitude and overall clinic culture.
  
  
• Operational oversight — Managers monitor workflows and jump in as needed, performing any task, such as addressing equipment issues, that the hospital requires to keep functioning seamlessly.
  
  
• Staff management — Tasks may include interviewing potential new hires, evaluating staff member performance, resolving conflicts, and encouraging professional growth. 
  
  
• Client interactions — The practice manager often handles complex client interactions that have not reached a typical resolution. Managers must achieve a balance between addressing client concerns and protecting team members from abusive or inappropriate client behavior. 
  
  
• Financial duties — Clinic finance duties vary depending on the manager’s level or expertise, but may include payroll processing, paying invoices, and tracking money in versus out. The practice manager may be responsible for examining financial reports to improve profitability.
  
  
• Marketing and growth — Managers, along with practice owners or colleagues, may be responsible for strategic initiatives, such as marketing campaigns, website updates, or community events to promote the practice.
  
  
• Evening wrap-up — The day concludes with reviewing successes and challenges, preparing or signing off on closing reports, and looking ahead to the next day’s to-do list.

Veterinary practice manager growth and development

Practice managers are often team members who have worked in other roles in the clinic and advanced to the manager position. These team members are often responsible for guiding the rest of the team’s training and development, but many need help in developing a managerial mindset. Training and professional development are critical to a new manager's success and continued growth that provides personal and organizational fulfillment. 

Practice managers don’t need a particular credential, but in the US the Veterinary Hospital Managers Association (VHMA) offers a coveted Certified Veterinary Practice Manager (CVPM) credential that can broaden and sharpen a manager’s skill set. The certification provides managers with advanced training in leadership, people and relationships, finance, and law; and certification must be maintained with ongoing continuing education. Investing in a manager has far-reaching benefits for a practice, including enhanced team morale and a cohesive, more resilient culture.

How to support your veterinary practice manager

Many practice managers learn on the job, but they need extensive support to succeed as a hospital leader. Practice owners and teams can encourage the manager’s professional development by not only providing training, but also:

• Investing in technology — Modern, cloud-based practice management software can streamline administrative tasks and allow for flexible scheduling and off-site work, which empowers the entire team to develop a positive work-life balance. 
  
  
• Fostering open communication — Practice owners should create an environment where the practice manager can collaborate with the leadership team and feel comfortable sharing ideas and troubleshooting concerns. In turn, the practice manager should maintain an open-door communication policy with the rest of the team. 
  
  
• Recognizing contributions — A practice manager’s day is non-stop and can be stressful. Acknowledge their hard work and dedication with heartfelt gestures during Veterinary Practice Manager’s week and year-round. 

We all know that coping is tough when our managers go on vacation. These team members are critical to practice operations, which would crumble without their tireless efforts. Support your manager by providing them with the technology and resources they need to succeed.

Key takeaways

• Veterinary practice managers wear many hats, from HR to finance to operations.
  
  
• Many practice managers are elevated from CSR and technician roles. Supporting their development through training and certifications benefits the entire team.
  
  
• Advanced software solutions and other technology can ease a manager’s workload and improve clinic efficiency.
  
  

Support your practice manager with cloud-based software

Modern software solutions like Provet Cloud can transform how your practice manager and team handle daily tasks. Automation, third-party integrations, robust reporting tools, and allowing managers to work remotely will provide the tools required to run a successful practice and drive future growth initiatives. 

Schedule a demo with the Provet Cloud team to see how our comprehensive software can support your practice manager and ensure your practice has the solid foundation necessary for a healthy future.