The Rhinebeck Equine, LLP Hospital Administrator is charged with the responsibilities of managing the day-to-day operations of an equine hospital and ambulatory practice, providing support for and being an advocate for all staff. The Hospital Administrator has direct or consultative authority and decision-making responsibilities including, but not limited to, human resources management, hospital scheduling and workflow, client satisfaction, general operations, accounting functions, and general building and equipment maintenance. The Hospital Administrator works closely with the practice ownership and management teams to execute the Mission and Vision of the practice. The Hospital Administrator must recognize their key role as part of the overall practice team and as such, must set an example for others. A high level of discretion, diplomacy, and confidentiality are required in this role.
A college bachelor’s degree in business management, or human resources, 3+ years related practice management experience and/or training, or a combination of education and experience are required. Must be able to manage people and create an environment that promotes teamwork. An understanding of the equine industry in general and equine veterinary care in particular is desirable.
Duties and Responsibilities:
Coordinate various Human Resources functions:
Manage office, clinic/hospital, students, interns, externs, and veterinary staff.
Ensure compliance with RE policy and procedure. Create and update protocol and procedure documents.
Screen resumes set up and conduct employment interviews for various positions within the practice.
Ensure personnel files are maintained.
Coordinate, schedule, and manage the staff performance management system.
Address performance issues and staff concerns on a proactive, ongoing basis, escalating where required.
Participate in disciplinary meetings and actions when required.
Ensure the onboarding of new staff members and veterinarians is complete and effective.
Ensure that an effective employee training program is in place for all departments.
Ensure that job descriptions are updated and accurate for each position within the practice.
Ensure PTO policies are adhered to by veterinarians and staff.
Advise management on staff scheduling to ensure maximum productivity and service while controlling overtime hours.
Provide input on various HR policies and initiatives such as company culture, hiring practices, training programs, etc.
Act as liaison between staff veterinarians, technicians, office staff, and other employees, and senior management; participate in meetings as required.
Coordinate content of various staff meetings and other forms of communication, ensuring that information is effectively shared throughout the organization.
Oversee the office manager's administration of the Health Benefits and 401k programs.
Participate in regular meetings with associate doctors in conjunction with practice owners to review career development and production.
Review hospital contracts, employee manuals, and agreements with legal counsel as needed.
Accounts Receivable Functions:
Ensure regular completion of invoices by veterinarians.
Oversee AR completion and address any issues as they arise.
Ensure communication with clients regarding AR compliance is ongoing.
Oversee month-end process in HVMS, ensuring that month-end steps are in place before the month is closed (client and inventory invoices closed, applicable AR functions completed, etc.)
Oversee collections process in conjunction with billing staff and ensure that protocols are being followed.
Accounts Payable/General Financial Functions
Provide input for the practice ownership in the preparation and regular scrutiny of yearly operations and HR budgets.
Liaise with professional accounting/bookkeeping staff to ensure a timely and accurate flow of information.
Ensure all credit card and/or expense receipts are dealt with by the bookkeeping staff on a timely basis.
Oversee the payroll process – running payroll on a backup basis when required and ensuring all remittances and year-end processes take place.
Practice Management Software/Calendar Management
Become adept with all functions of the practice management software (HVMS), including but not limited to doctor production calculations, fee structure, and reporting.
Ensure all calendars for management (i.e. Google, HVMS) for any events, meetings, intern events, etc) are maintained.
Oversee that staffing calendars are maintained so accurate staffing information is being provided to the practice
Inventory Control and Management:
Assist the Pharmacy Manager in executing the clinic’s inventory control protocols to minimize the cost of goods sold and maintain appropriate pricing on the online pharmacy.
Assist the Pharmacy Manager to make sure staff are adhering to all inventory policies and processes.
Client Relations Management:
Ensure all clients receive exceptional customer service and all team members are delivering a consistent standard when dealing with clients.
Address client concerns that have been escalated by staff members and/or veterinarians promptly.
Alert practice owners of major client issue concerns in a timely fashion.
Help develop protocols/processes that ensure concerns are not repeated.
Follow up to ensure all concerns are addressed appropriately and to the client’s satisfaction.
Oversee marketing plan.
Monitor facility and liaise with the facilities manager to arrange for contractors to carry out repairs or upgrades.
Inform practice owners of any major repairs or maintenance that need to be completed and ensure quotes for work are collected.
Ensure vehicles and equipment are maintained regularly and any concerns are addressed promptly.
Oversee all regular cleaning and maintenance of the facility and equipment. Delegate and follow up with staff as required.
Rhinebeck Equine is the largest equine referral and ambulatory hospital in the Hudson Valley with board-certified specialists in surgery, internal medicine, theriogenology, ophthalmology, and dermatology, practicing out of a 27 stall facility. Our experienced ambulatory team provides comprehensive services to farms around the region. We are driven to further the knowledge of our clients and staff, be leaders in the equine veterinary community, and provide the most current, skilled veterinary care for our patients. Our mission is to provide a supportive environment and good work-life balance resulting in employees who provide our clients with an exceptional experience in all facets of our practice. Eleven staff veterinarians and five interns provide routine, emergency, and specialty coverage for a wide range of breeds and disciplines in the beautiful Hudson River Valley about 2 hours north of New York City.