Hospital Systems Manager

Description

About Us 

Here for animals since 1868, the San Francisco SPCA is a cherished San Francisco institution, known for compassion, excellence and innovation in the fields of animal welfare and veterinary medicine.  

We operate a public veterinary hospital, a high-quality, high-volume spay-neuter clinic, a community veterinary clinic, and provide low-cost community medicine programs. The SF SPCA saves the lives of homeless dogs and cats through our shelter medicine and adoption programs. Our innovative programs and services serve as models for humane organizations across the country and around the world. 

As a community-supported nonprofit, not affiliated with any national organization, our values: Be Generous, Fearless, and Connected guide over 350 talented and dedicated professionals to deliver on our promises each day. 

Iconic and innovative, the SF SPCA offers you the opportunity to join a team committed not only to veterinary excellence and animal welfare, but to a balanced and rewarding work environment. 

Role Description

The Hospital Systems Manager is responsible for managing and optimizing the software systems critical to the SF SPCA's medical practice. This role supports clinical and operations leaders, ensuring efficient use of digital tools, and plays a key role in onboarding and training new hires. The position reports to the VP of IT & Systems. 

Requirements

Systems Management:

· Oversee user permissions and configure the practice management system (PMS), imaging, and lab software.

· Customize PMS software to meet clinical department needs.

· Generate and analyze data reports for the organization.

· Develop and maintain relationships with vendors and technical support teams.

· Collaborate with the IT Department to troubleshoot and resolve system issues.

· Provide insights into best practices and efficiencies for system use.

Scheduling:

· Create and manage schedules for doctors and staff, including relief veterinarians.

· Schedule leadership, administrative, and continuing education meetings.

· Respond to real-time changes in clinician needs due to unplanned time off or business changes.

Onboarding and Training:

· Participate in onboarding new staff and relief doctors, covering scheduling, appointment structure, and system use.

· Train doctors, clinical, and administrative staff on the PMS (currently EzyVet) and other systems.

· Schedule onboarding, shadowing, and orientation for new hires and relief doctors.

Clinician Support / Administration:

· Handle payroll, track continuing education benefits, and manage PTO requests.

· Maintain doctor schedules and input them into the PMS.

· Submit expense reports for continuing education, licensing, and subscription reimbursement.

Customer Service:

· Promote humane treatment of animals and provide quality customer service.

· Encourage donations and support volunteers.

Additional Systems Responsibilities:

Diagnostics (Lab and Imaging Systems):

· Manage integrations with Idexx, Vet Connect, DVM Insight, Antech, VetMed STAT, Vet Rocket, VDX, and Freestyle Libre.

· Oversee Kansas State Rabies titers system cleanup.

Finance:

· Handle integrations with Payjunction, Care Credit, and Trupanion.

Client-Facing:

· Manage Otto Flow and RxPro (Covetrus Online Pharmacy).

Other:

· Sort and assign tasks via the Hospital Help Desk.

· Manage subscriptions to AtDove, Plumb's, and Vet Radar (inactive).

· Oversee Reputation and Vocera systems.

· Manage Abaxis, Virtual Vet Nurse, VetSnap, and Zoetis systems.

This overview is not all-inclusive of duties and tasks that may be assigned to this role.

Reporting Relationships and Contacts:

· Reports to the VP of IT & Systems.

Physical Requirements and Work Environment:

· Work in an animal hospital with exposure to chemicals and animals.

· Regularly use a computer and move around the campus.

Education and Experience:

· Bachelor’s degree preferred.

· Experience in administrative support and project management.

· At least three years of related work experience.

Knowledge, Skills, and Abilities:

· Attention to detail and excellent communication skills.

· Ability to manage relationships and organize tasks.

· Computer literate and familiar with veterinary software.

· Self-motivated and able to work flexible hours.

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