The Finance Manager will provide high-level fiscal management for Evolution Veterinary Specialists, a veterinary emergency and specialty hospital. The major responsibilities include developing and maintaining a strategic annual operating budget, financial analysis of all departments, account auditing and oversight and supervision of the financial team. The Financial Manager must build positive, professional relationships with clients and staff members. Experience in customer service in a fast-paced and hands-on environment is a must. Individuals should be friendly, professional, courteous, and be able to handle many tasks at once with numerous interruptions while appearing unruffled. As a manager, you will be expected to understand the inner workings of the practice. You should also be able to effectively supervise and manage the entire staff. In addition, you will be responsible for administrative staff on location and all respective duties as well as customer grievance management regarding open accounts. There may be times when you have to train both new and seasoned employees and/or resolve employee and/or client conflicts. Moreover, you may be responsible for providing coaching skills to employees who are struggling.

JOB DUTIES AND RESPONSIBILITIES:

General Knowledge:

• Competently speak and write the English language.
• Substantial and relevant experience working in a busy medical office environment.
• Must possess exceptional organizational and management skills.
• Excellent verbal and written communication skills, especially to a diverse range of audiences and settings.
• Maintain a personal work schedule with office hours. In addition to office hours, willingness to provide emergency contact information.
• Handle communications with staff, doctors, clients, other professionals, account reps and vendors.
• Maintain strict confidentiality regarding clients and patients for whom the practice provides veterinary services.

General Tasks:

• Maintain a professional, friendly demeanor while on the job.
• Perform job tasks efficiently, promptly and efficiently when asked. Promote a positive attitude among staff.
• Show respect for clients, team members, and animals at all times.
• Setup, manage, and lead all financial staff performance appraisals.
• Setup, manage, and lead in all financial staff and training meetings.
• Ability to create and work in a highly collaborative environment and commitment to building relationships with colleagues, clients, and community is required
• Can display tact and diplomacy with staff members and clients even when busy or hectic.
• Model an “owner” mentality in the hospital by demonstrating a willingness to assist all employees in making the practice a success; invest the necessary amount of time to accomplish the required responsibilities and ensure the smooth operation of the hospital.

Administrative Tasks:

• Assist in the formulation of objectives and policies to ensure efficient and profitable hospital operations.
• Helps create and uphold financial protocols, policies, and standards set out by Evolution Veterinary Specialists, Inc holding staff accountable.
• Accurately manage financial transactions such processing bills, taking payments, ordering, and checking in supplies
• Computer skills including typing, organizing, data entry, communicating utilizing common computer software and programs
• Proper medical records auditing and maintenance including documenting conversations with clients, and scanning in documents as necessary
• Maintains accuracy of financial reports including end or day, month, and year reports as needed. Liaise with bookkeeper and accountant on all account payable, accounts receivable, human resource, and inventory matters.
• Participate in the recruitment, interviews, hiring and onboarding of support staff personnel.
• Key Performance Indicators Management: Monitor key performance metrics and recommend improvements.
• Manage and assist office/practice manager with additional duties when they are out of the office such as but not limited to time clock corrections, inventory management, & acting as a liaison between the hospital and our referring doctors and clients.
• Setup and Manage the DVM’s production reports, ensuring accuracy and thoroughness.
• Works with the accountant in preparing budgets and financial statements, and
• providing information for tax planning and tax returns.
• Creates and reviews financial statements and key performance indicators and discusses them with the owners and doctors.
• Sets goals for hospital performance based on previous performance and
• mission/vision; designs strategies for meeting these goals.
• Actively monitors and reports on accounts payable and receivable.
• Making sure all client accounts are accurate and any owed money is known and actively being corrected.

Supervision and Assistance of Front End and Medical Staff Tasks:

• Direct the front office and hospital support staff in invoicing, open accounts, and aged accounts.
• Investigate finance related complaints. Resolve complaints in a manner that best supports the practice’s mission and philosophy. When appropriate, advise complainants of findings and resolutions that address their complaints.
• Financial responsibilities
• Assist in maintaining financial performance of the practice by ensuring that all veterinarians adhere to fee schedule, prepare treatment plans, and hospital charges
• Identify areas to improve revenue, manage expenses and coordinate protocol implementation with management
• Participate in monthly financial discussions with an eye for solutions
• Produce monthly audit and/or reviews of DVM production reports for accuracy and process proper payments with tracking for annual audit.
• Routine Audits of client charges including Instinct versus EzyVet and making sure that all cases are receiving appropriate charges for services received for all DVMs including relief DVMs. Having regular interactions with DVMs regarding charges including disciplinary actions if necessary.

Patient-Admittance/Discharge Tasks:

• Develop friendly, professional relationships with clients
• Understand financial estimates and payment options and be able to discuss estimates for services performed on patients as directed by doctors. Teach other support staff how to handle this task with confidence and tact.
• Discuss and enforce policies regarding payments, credit, and pet health insurance. Assist with CareCredit, ScratchPay and VetBilling applications.
• Understand and be able to review various legal-consent forms with clients.
• Willingness and ability to present and explain fees during check out while discharging patients and processing of payments.
• Can outline costs and fees in a positive light while supporting hospital payment policies
• Business Development including mentoring the staff and overseeing the business operations; ensuring business growth and profitability of the practice; and supporting the hospital’s mission of delivering high quality patient care and exceptional client service.
• Facilitates resolution of client problems/complaints that doctors, or other staff, cannot resolve

Procedure and Policy Tasks:

• With the practice’s owners, director of practice developments and staff, develop core values as well as vision and mission statements for the practice
• Plan, develop, and coordinate policies and procedures as they related to the financial components of:
• Ordering, receiving, stocking and inventorying drugs and supplies
• Dispensing prescription products through the hospital and online pharmacy
• Scheduling appointments, surgeries, drop-off policy and outpatient procedures and collecting deposits

• Develop and maintain the adherence to protocols for handling
• Accounts receivable
• Collections
• Clients refusing to pay bill
• Open employee accounts
• Accounts payable
• Tax documentation and filing

Hiring Tasks(Finance Team):

• Develop, use, and maintain job applications for various staff positions within the finance team
• Review job applications and resumes. Conduct phone and/or in person interviews of potential employees. Assess their personalities, attitude, intelligence, potential for loyalty and caregiving, enthusiasm, stability, judgment, and technical skills. Verify credentials where appropriate. Check references and if appropriate run credit, drug, and background checks.
• Assist in offering successful applicants’ employment and provide details of offers, including start date, initial salary, and benefits. Follow up on offer letters. Once the offer has been accepted, complete and submit new hire paperwork including payroll information, I9 verification of work eligibility, W9 tax withholding, Health coverage applications, and other fringe benefit forms.
• Assist in assigning trainers and mentors to new employees. Provide new hires with job descriptions, individualized training schedules, and performance appraisal forms. Clearly define expectations.
• Performance Appraisal
• Regularly evaluate job performance of staff members. Develop and follow guidelines and appraisal forms to review and evaluate employees’ performances. Teach managers to contribute to and conduct evaluations for employees. Teach employees to participate in their reviews productively and actively.
• Initiate disciplinary actions against employees. Provide verbal or written warnings for inappropriate work-related behaviors, and clearly state consequences for continued problems. Place employees on probation or suspension for serious or chronic work-related offenses. Document actions.
• Assist in the termination of the employment of employees when justified. Conduct exit interviews and as much as possible, use the information to improve your performance and that of other personnel. Retrieve keys and all property that belongs to the practice. Advise employees of COBRA options, severance pay and ongoing benefits as appropriate. Document the circumstances of terminations and exit conversations. Disable passwords and email accounts.

Pay and Benefits Tasks:

• Set pay levels of each position. Continue to evaluate and establish clear differentiating skills sets for different pay levels.
• Develop, implement, and manage incentive programs. Collect and evaluate data on various incentive bonus programs, Distribute bonuses in a timely fashion.
• Determine each doctor’s income production (ProSal), calculate production-based pay and ensure the distribution of reconciled compensation for doctors at the appropriate monthly or quarterly time intervals and the final settlement at the end of the year.
• Track each doctor’s emergency calls, calculate emergency pay and distribute pay to doctors.
• Oversee payroll. Process time records. Adjust records and pay to account for time used during CE, PTO, maternity leave, or disability. Oversee that deductions of taxes, benefits, 401k, etc are accurate and on time. Ensure timely delivery or automatic deposit of employee paychecks.
• Evaluate potential fringe benefit programs and determine (with owners) benefits to offer employees in conjunction with the Director of Business Development or other assigned representative of the company.
• Administer employee benefits. Enroll new employees in benefit programs in conjunction with the Director of Business Development or other assigned representative of the company.

Inventory Management Tasks(with the Business Operations Manager):

• Oversee and supervise inventory budget management
• Develop and implement an inventory control system that minimizes theft.
• Develop minimum drug and hospital supply values and reorder points. Train staff to effectively use the inventory system and monitor it for correct use.
• Maintain Ezyvet system for accurately inventorying products and supplies.
• Manage inventory to reduce to a minimum any over or under stocked items, eliminate waste, returns, expirations, overloaded stock, unused products.

Job Type: Full-time

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Physical setting:

• Office

Schedule:

• 4x10
• 5x8
• Day shift
• Monday to Friday
• Self-determined schedule

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Denver, CO 80228: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Preferred)

Experience:

• Corporate finance: 2 years (Preferred)

Work Location: One location

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