
Hosted by Veterinary Hospital Managers Association · EN

Join me this week as I have a great conversation with Tori Lauro, Veterinary Hospital Manager at VCA Animal Hospitals. Tori shares her journey from becoming a customer service supervisor to being promoted to hospital manager in 2018. Having faced challenges early on, she reflects on feeling like she needed to have all the answers and make changes quickly, without first understanding her team which led to some initial resistance, as her staff saw her as an "interloper" trying to change things. Hear how Tori learned from this experience and how, when she later transitioned to managing a different hospital, she focused first on building relationships and trust with her team before implementing changes. Tori discovered that leading with empathy, rather than from a place of just authority, was far more effective, and that maintaining psychological safety, focusing on improvements over blame, and having open communication are key. She discusses how she handles pushback from colleagues who want a more rigid, disciplinary approach and how she tracks "chronic mistakes" in a spreadsheet to identify trends but addresses issues in collaboration with staff to understand root causes. Our conversation truly highlights Tori's passion for creating a positive, supportive work culture in which people feel empowered to learn and grow, and she regards her role as a leader not just to enforce policies but to understand her team's challenges and help them succeed. She was even recently recognized as an emerging leader in the veterinary management field, and she shares advice for new managers to have patience, give themselves grace, and focus on the incredible opportunity they have to make a real difference! Enjoy my conversation with Tori Lauro! Show Notes: [2:24] - Tori reflects on how, early in her role, she prioritized policy changes over understanding her team's established methods. [4:43] - Lessons from her first hospital taught Tori to build relationships before managing at her second hospital. [6:52] - Hear how Tori learned to balance rules with empathy, adapting her style to the needs of the hospital. [9:17] - I reflect on struggling with staff wanting strict accountability for others but not themselves. [11:41] - Tori shares how a tech praised her for fostering a no-blame culture focused on solutions over finding fault. [14:11] - I address mistakes by improving processes, not shaming people, even when errors are significant. [16:57] - Accountability needs to target issues, not people, and be built on trust. [19:16] - Tori uses spreadsheets and emails to factually address concerns. [21:19] - I share how I log minor mistakes and check in to uncover personal struggles affecting work. [24:18] - Tori encourages new managers to show themselves grace, keep learning, and value their team. [26:27] - Ultimately, managers greatly influence staff morale and need to lead as trusted role models. Thank you for listening. Remember you are not in this alone. Visit our website for more resources. Links and Resources: VHMA Web Page VHMA Coronavirus Resources VHMA Facebook VHMA Twitter VHMA on Linkedin Tori Lauro on LinkedIn VCA Animal Hospitals Web Page VCA Animal Hospitals on LinkedIn

Join me for this episode of the show as Melissa Stedman, CVPM of Brandywine Valley Veterinary Hospital, discusses some unique ideas for providing veterinary care despite rising costs. She shares that her practice has unfortunately seen a significant drop in certain services like dentals, spay/neuters, and preventative care as clients struggle with increased financial pressures. To help address this, Melissa's practice focuses on offering clients flexible payment options, including in-house payment plans for established clients. Melissa's practice also uses medical credit card companies and "pay-in-four" style plans to help spread out costs. She highlights the importance of not judging clients' financial situations and instead working to find solutions that provide the necessary care. Her practice also gets creative with bundling services, such as offering discounted packages for medications such as Solensia. She reveals that they have found success in bundling routine lab work as well. While Melissa cautions against devaluing services through free exams, she believes that bundling can be an effective way to make important treatments more accessible, and she also highlights the importance of being transparent with staff, sharing details on expenses and costs, helping to empower staff to be more mindful of waste and capture appropriate charges. Her practice has also found success in offering online booking, which has helped drive more routine visits. Melissa's insights provide practical strategies for veterinary practices dealing with the challenges of rising costs while still prioritizing quality patient care and the human-animal bond. I hope that you enjoy my conversation with Melissa! This episode is brought to you by CareCredit. CareCredit understands you are busier today than perhaps ever before, so to help free up your time, the CareCredit Health and Pet Care credit card allows clients to access a budget-friendly financing experience. They can learn, see if they pre-qualify, apply, and even pay if approved all on their own. With just the tap of a link or a quick scan of a QR code, they have a friendly, contactless way to pay over time for the services and treatments their pet needs. Show Notes: [2:46] - Melissa discusses how dental procedures dropped in 2024 as clients prioritized essentials over costly care. [4:00] - Staggered vaccine appointments help clients financially but reduce doctors' average transaction values and productivity. [5:37] - Melissa stresses offering gold-standard care first and then adapting based on clients' financial comfort. [6:50] - In order to avoid costly ER visits, Melissa's clinic offers weekday care plans for some urgent problems. [9:57] - Brandywine provides in-house payment plans for trusted clients, even though there are financial risks involved. [11:18] - It's important to be cautious with high-risk payment plans. [14:07] - I reflect on having helped fund an emergency C-section, trusting the client's promise to eventually repay me. [17:18] - I want to bundle costly monthly injections to increase profits while also improving patients' long-term quality of life. [18:17] - Hear how Melissa bundles diagnostics and meds such as Solensia to boost early compliance. [20:36] - Melissa rewards her inventory manager for cost-saving efforts and educates staff on minimizing waste. [22:17] - Being transparent with your staff helps them understand costs, reduce waste, and suggest budget-friendly alternatives. [25:00] - Melissa shares how online booking increased appointments and engagement. [28:30] - It's important to have compassionate flexibility and in-house plans to help struggling but committed pet owners. Thank you for listening. Remember you are not in this alone. Visit our website for more resources. Links and Resources: ● VHMA Web Page ● VHMA Coronavirus Resources ● VHMA Facebook ● VHMA Twitter ● VHMA on Linkedin ● Melissa Stedman on LinkedIn ● Brandywine Valley Veterinary Hospital Web Page ● CareCredit Web Page

Today's episode is a must-listen for any veterinary practice manager considering a transition to a new practice management software system. Joining the podcast to help us take this on is Heidi Traylor from Covina Animal Hospital. Heidi is a seasoned CVPM and PHR and talks all about her practice's journey in selecting and implementing a new PIMS. Heidi shares the pivotal moment that pushed her team to finally make the switch - when their aging, on-premise system could no longer keep up with their changing needs and the speed of their operations. Heidi and her leadership team evaluated their options, creating a scorecard to assess each system's capabilities against their requirements. Heidi stresses the critical role of her frontline team in the selection process. By taking their feedback on what they loved and hated about the current system, Heidi was able to ensure the new PIMS would truly meet the needs of the users, and she didn't stop there either; she empowered a "technology team" of staff volunteers to test-drive the finalists, providing invaluable hands-on feedback! Of course, no software transition is without its challenges, and Heidi openly reflects on the struggles that Covina faced with training the entire staff. Her advice is to be incredibly patient, provide multiple learning modalities, and don't be afraid to lean on your vendor's onboarding support. Most importantly, though, she highlights the importance of giving the team ample time to adjust before going live. If you're contemplating a PIMS change in your own practice, then you definitely will not want to miss Heidi's wisdom in this episode, so grab a pen and paper because you're going to want to take notes, and enjoy our conversation with Heidi Traylor! This episode is brought to you by CareCredit. CareCredit understands you are busier today than perhaps ever before, so to help free up your time, the CareCredit Health and Pet Care credit card allows clients to access a budget-friendly financing experience. They can learn, see if they pre-qualify, apply, and even pay if approved all on their own. With just the tap of a link or a quick scan of a QR code, they have a friendly, contactless way to pay over time for the services and treatments their pet needs. Show Notes: [1:53] - We hear how Heidi initially resisted change but reconsidered after realizing that Infinity was no longer meeting Covina's needs. [4:58] - To guide selection for a new system, the leadership team carefully curated staff feedback on Infinity. [7:53] - Hear how a detailed, color-coded spreadsheet helped eliminate unfit options and spotlight top contenders. [10:08] - Heidi reveals that, despite some initial nerves, her staff welcomed the change and felt empowered by being included. [12:00] - Jill reflects on team enthusiasm having grown knowing that their feedback would affect the outcome. [14:54] - Heidi reveals that they ended up going with Digitail, and she describes what she loves about it. [16:11] - Heidi reveals that there were some who resisted the change at first, but leadership stayed supportive and aware of growing pains. [18:49] - Preparation took place for about a year and included demos, SOP creation, and training. [21:10] - We learn that training 35+ staff proved to be the biggest challenge. [23:59] - Heidi advises informing clients of software changes early to set expectations and highlight long-term benefits. [25:07] - Be patient with your team while adopting new software, and centralize documentation for smoother transitions. [27:41] - It's important to support staff through change with empathy, preparation, and access to resources. Thank you for listening. Remember you are not in this alone. Visit our website for more resources. Links and Resources: ● VHMA Web Page ● VHMA Coronavirus Resources ● VHMA Facebook ● VHMA Twitter ● VHMA on Linkedin ● Heidi Traylor on LinkedIn ● Covina Animal Hospital Web Page ● Covina Animal Hospital on LinkedIn ● Digitail Web Page ● CareCredit Web Page

Joining us this week is Amy Brauns, Practice Manager, RVT at Everhart Veterinary Medicine located in Baltimore, Maryland. People management can truly be the hardest part of veterinary leadership, and in this episode, Amy, who brings nearly two decades of experience and a deeply thoughtful approach, gets real about what it means to "coach up or coach out." She shares how she and her leadership team leaned into the EOS (Entrepreneurial Operating System) model to face the messy, uncomfortable truth - most problems come down to people. From there, they started using The People Analyzer™ tool to assess who really gets the job, who wants the job, and who has the capacity to do the job. This approach is not about forcing people out but is rather about clarity, self-reflection, and giving people the tools (and space) to figure whether or not they are in the right place. Not every place is the right fit for everyone, and that's totally okay. We talk through the tough stuff such as confronting long-standing team members who are great at the job but toxic to the culture as well as taking on those dreaded "this isn't a fit" conversations. Amy explains how their structured coaching process has turned struggling employees into top performers and helped others leave on their own terms, with dignity. If you have ever found yourself avoiding hard conversations or keeping someone around just because they have been there forever even though they might not be the right fit for your workplace culture, then this episode is definitely for you. Amy doesn't sugarcoat the process, but we agree that the transformation on the other side is worth it! Show Notes: [1:37] - Amy Brauns reveals how using EOS clarified that most problems are people-related. [4:09] - Hear how soft skills proved difficult to teach, leading to better team alignment over time. [6:41] - Hear how, despite team longevity, change ultimately happened via clear communication and tools like The People Analyzer™. [8:25] - Amy's team focused mainly on role clarity and transparency, helping staff self-correct before goals were even set. [10:46] - Jill opens up about how removing a toxic veteran employee revived morale and reaffirmed her team's culture. [12:28] - Amy affirms that even just a couple of people who are rowing in the wrong direction can completely disrupt morale. [14:26] - Amy asserts that coaching begins with transparency and standards, helping staff improve or realize that the role isn't right for them. [17:22] - Exceeding expectations via hospitality and core values creates a standout, people-centered client experience. [20:56] - Amy advocates for accountability and structured check-ins. [23:56] - Jill adds that emotional intelligence must be taught and nurtured, both at work and in personal development. [24:51] - Transparency and consistency help build trust, leading to stronger and more unified teams. [26:40] - Empowering and trusting staff to solve problems on their own also helps build trust as well as confidence. Thank you for listening. Remember you are not in this alone. Visit our website for more resources. Links and Resources: ● VHMA Web Page ● VHMA Coronavirus Resources ● VHMA Facebook ● VHMA Twitter ● VHMA on Linkedin ● Amy Brauns on LinkedIn ● Everhart Veterinary Medicine Web Page ● Everhart Veterinary Medicine on LinkedIn ● EOS Web Page ● The People Analyzer™ Tool

Joining us this week is Joshua Blakemore, CVPM, RVT, FFCP of Onion River Animal Hospital in Burlington, Vermont to talk about what it really takes to prepare the next generation of veterinary technicians not just for graduation but for the day-to-day demands of clinical practice. Josh is a standout practice manager and longtime technician advocate who was recently named VHMA's Practice Manager of the Year, but Josh is a humble person who has never lost touch with where he started: in the kennel, working his way up with persistence and purpose. Listen as we unpack the often overlooked disconnect between academic training and real-world application, getting candid about the gaps that we have witnessed in new technician graduates - from handling basics like restraint and jugular draws to dealing with complex procedures with confidence. Josh shares what he's doing at his hospital (and beyond) to help ensure that today's students become tomorrow's professionals, including his involvement in college advisory boards and his commitment to skill-driven externships. We also explore some broader challenges in technician education from the uneven quality of online programs to the really surprising ways that some hospitals may unintentionally stifle growth. With firsthand experiences, practical insights, and a clear call for mentorship, Josh sheds some light on the kind of support that vet techs really need not just to survive but also to thrive in the profession. It's all about making sure that they stay, grow, and succeed once they arrive. Show Notes: [3:01] - Josh made note of Vermont's lack of licensure requirements and worked to improve tech training in hospitals. [6:40] - Josh highlights the importance of hands-on skills in externship programs, especially phlebotomy. [9:13] - Students should work in hospitals during education to apply bookwork to hands-on experience. [12:01] - Hear how a local college's program with two externships enhanced students' practical knowledge and skills. [13:22] - Hands-on skills help students stay in the field, offering them more confidence. [16:04] - Josh loves training and creating roles to help employees professionally grow. [19:12] - A technician can really help organize surgeries, optimizing time and space. [20:31] - Hear how Josh supports employee growth by trusting them with making decisions. [23:43] - It's so important to take advantage of untapped skills within hospitals. [26:17] - Josh reveals how he created a technician training program, highlighting protocols to engage and retain staff. Thank you for listening. Remember you are not in this alone. Visit our website for more resources. Links and Resources: VHMA Web Page VHMA Coronavirus Resources VHMA Facebook VHMA Twitter VHMA on Linkedin Joshua Blakemore on LinkedIn Onion River Animal Hospital Website

Welcome to today's episode, where we're diving into one of the trickiest but most essential topics for all practice managers—KPIs and the numbers that drive practice success. Financial goals can be a sensitive subject with the team, leaving managers hesitant to address the topic for fear of being seen as "only caring about money." However, achieving financial health and efficiency is a team effort and not something managers can do alone. Today, we'll explore how to make these financial goals meaningful and achievable for every team member with ways to create a sense of shared responsibility. Our guest is Marian Rowland, a seasoned CVPM and regional manager for NVA in South Carolina, who oversees seven veterinary practices. Marian's journey started at the front desk as a receptionist, to use KPIs to create transparency, engage her teams, and make financial metrics accessible and actionable. From selecting key numbers that matter most to each role to aligning financial goals with patient care, Marian offers practical strategies for turning KPIs into tools for motivation. Join us as we break down numbers that matter and learn how to make KPIs an empowering part of your practice management. Show Notes: [2:19] - There are some numbers that are more important when communicating KPIs with the team. Some numbers may not prove as important in decision making. [3:59] - When Marian is looking at numbers, there are some that stand out to her as a regional manager. [5:38] - Numbers are also impacted by clientele. Each practice has a unique population of clients and not everything will work the same for each of them. [7:08] - Managers have the responsibility of presenting KPIs to practice owners as well and being able to explain them. [9:33] - Every team member has measurements (numbers) that are drivers for their role. [12:14] - How often should numbers be reviewed and shared out? It depends on the staff member's role. [14:01] - Marian describes a situation where explaining KPIs helped her gain advocates for her cause. [17:50] - Marian describes some KPIs and goals she uses as a regional manager. [20:05] - There are some goal tracking strategies that are cliche but effective. Visual tools are really helpful. [23:20] - Connecting KPIs and financial goals to patient care is key. [27:09] - Numbers don't lie, they tell a story. As a practice manager, it's important for you to know the story. Thank you for listening. Remember you are not in this alone. Visit our website for more resources. Links and Resources: VHMA Web Page VHMA Coronavirus Resources VHMA Facebook VHMA Twitter VHMA on Linkedin

Conflicts are inevitable in a busy work environment, and misunderstandings or drama can quickly drain energy and impact everyone's day. However when managers are equipped with strong conflict-resolution skills, they can steer these challenges toward positive solutions, enhancing team cohesion and overall morale. Joining the podcast today is Rebecca May, a Practice Manager from Greensboro, North Carolina. Rebecca started her career at the front desk, trained as a veterinary assistant, and later returned to college to prepare for her management role. She's passionate about change management and helping team members realize their potential. In her experience, conflicts often arise from mismatched role expectations and around patient care. She's learned that skills like resiliency, adaptability, and emotional regulation are critical in creating a supportive team environment. Throughout this episode, Rebecca shares her approach to building a culture of open communication, where team members can work through conflicts in healthy ways. From diffusing tension with humor to focusing on proactive training, she provides actionable strategies that can make a difference in any practice. Rebecca believes that conflict resolution, like any other skill, can be learned and developed over time, turning everyday challenges into growth opportunities for the team. Show Notes: [2:26] - Team conflicts happen the most when there is a mismatch in what members believe expectations to be , including with patient care. [4:08] - Conflict happens everyday. Rebecca shares how conflict resolution became a strength of hers as a manager. [5:31] - Team members come and go a lot more these days than they used to. This means that employees are constantly getting used to new people and their skills. [8:59] - Resiliency and Adaptability training are extremely helpful and important. [9:59] - Emotional regulation is not innate in all employees. Rebecca shares some strategies. [13:46] - It's important not to project the emotions we are feeling onto others. [15:07] - Interestingly, some well-placed humor can make a huge difference. [16:05] - The person is probably not the problem, but it is human nature to focus on the person. [19:40] - Proactive conflict resolution training is a game-changer. [20:19] - Conflict resolution is a skill that can be learned and practiced, just like any other job skill. [23:06] - We don't always know what's going on in someone's life to cause them to act in a certain way. [24:50] - As a default, most people are conflict avoidant. [26:17] - Rebecca describes meetings on conflict resolution and how team members can come together and agree upon effective solutions. Thank you for listening. Remember you are not in this alone. Visit our website for more resources. Links and Resources: VHMA Web Page VHMA Coronavirus Resources VHMA Facebook VHMA Twitter VHMA on Linkedin

As practice managers, we know how crucial it is to get our teams on board with compliance goals, ensuring we offer the best patient care possible. Our vendors often provide education and training year after year, and while the content is informative and valuable, many practices still struggle to see real progress. What's missing? Today's guest, Lindsay Shelton Webb, believes the key to unlocking that forward movement lies in team engagement. As a practice manager herself, Lindsay is passionate about the professional growth of her staff and finds great fulfillment in helping them succeed during challenging times. In this episode, Lindsay shares how she took a fresh approach to compliance training, using a creative Olympics-themed program to tackle the pain points her team was experiencing. By making the process fun and competitive, she saw increased participation, communication, and enthusiasm from her staff, all while staying focused on the ultimate goal: better patient care. We'll explore the importance of understanding the "why" behind compliance goals and how making the training engaging can shift the culture within your practice. Lindsay will explain how tracking progress and celebrating small wins can lead to big changes in the long run, and she'll offer insights on how to handle team members who may be resistant to even the most engaging methods. Show Notes: [2:15] - This year, Lindsay did themed compliance education around the Olympics. She started by finding the pain points that staff members were experiencing. [4:22] - If we don't offer what the patients need, we are doing them a disservice. It's not about "selling" medication or prevention. [5:54] - Lindsay describes how compliance training became extremely engaging and positively competitive among team members. [8:11] - You can track the forward movement and the impact of compliance. [10:28] - Even with the most engaging and fun techniques, there may be some team members that won't be interested. [13:31] - It's important for team members and clients to understand the "why" behind the "what." [16:34] - The Olympics theme was a huge success. Lindsay shares some of her other ideas for themes that she plans to use in the future. [19:41] - A point system forces team members to communicate. [23:07] - It is exciting to learn that team members are excited for the next themed event. Thank you for listening. Remember you are not in this alone. Visit our website for more resources. Links and Resources: VHMA Web Page VHMA Coronavirus Resources VHMA Facebook VHMA Twitter VHMA on Linkedin

Welcome to today's episode of the VHMA Manager to Manager Podcast, where we are diving into leadership tips. Today's guest, Erika Pease, LVT, CVPM, is the Practice Manager of a small private practice and is passionate about leading her team to success. In this episode, Erika shares the best leadership lessons she's learned through trial and error. She'll discuss the challenges of balancing management with true leadership, and the importance of clear communication and team understanding. Erika highlights the value of recognizing team members' strengths, placing them in roles where they can excel, and fostering a collaborative culture. You'll hear about Erika's evolving leadership style, including her insights on delegation and the ongoing importance of mentorship and support. Plus, we'll touch on the significance of self-care and setting boundaries as a leader. Whether you're new to leadership or looking to refine your skills, this episode offers practical tips to help make your journey smoother. Show Notes: [2:06] - Much of the time, the best way to learn has been through trial and error. [3:31] - There are differences between being a manager and being a leader. [5:58] - Help team members see their strengths and place them in roles that leverage those strengths. [8:12] - Erika shares some of the strengths she has noticed in her team and how she uses these strengths to build a successful business. [9:56] - Great leaders are always available and willing to help and guide their team. [11:40] - As leaders, we can see the potential of manager and leadership skills in team members. We can give them tools, resources, and support for growth. [14:37] - Even with her level of experience, Erika still leans on her mentors and resources for support in leadership. [16:51] - It may look like we have it all together all the time, but it is okay to not know what to do and to reach out for support and collaboration. [18:37] - Through our career in leadership, our leadership styles may change. Erika admits that her style changed when she realized the importance of delegation. [21:41] - Making decisions as a team not only helps you as a leader, but also develops a culture of collaboration in the practice. [23:53] - The team values you and respects you more if you are in the trenches with them. [26:34] - Change is necessary and we have to be open to that, even if change makes you and your team uncomfortable. [27:38] - Be an advocate for yourself. Set boundaries and be kind to yourself. Thank you for listening. Remember you are not in this alone. Visit our website for more resources. Links and Resources: VHMA Web Page VHMA Coronavirus Resources VHMA Facebook VHMA Twitter VHMA on Linkedin

Today we're chatting about the manager role and the diverse pathways that lead individuals to this position. While practices are increasingly hiring managers from outside the organization, internal promotions are still frequent and possible and play a significant role in shaping leadership teams. Without debating the pros and cons of how we find managers, today we are discussing that transition from co-worker to manager. By gaining insight into the challenges and establishing a solid starting point, we can prepare new managers to succeed in their role. Joining today is Andrea Cruz. Andrea is an RVT Practice Manager in Long Beach, CA. Andrea's journey into veterinary management began with aspirations of becoming a veterinarian, which evolved into a passion for the RVT role as she gained hands-on experience and honed her interpersonal skills. Now, as a practice manager, Andrea finds immense fulfillment in mentoring and empowering her team to reach their full potential. Throughout our conversation, Andrea will candidly share her experiences navigating the transition from colleague to manager, offering insights on maintaining professional boundaries, fostering trust, and overcoming challenges such as imposter syndrome. Show Notes: [2:18] - Andrea shares how she became an RVT and her early experiences. [4:22] - Shifting from a co-worker to a manager was hard on a personal and professional level. [5:59] - Balancing a friendly relationship as a manager can be a challenge. [9:28] - There are many resources that can help managers improve their work and expectations need to be clear. [11:30] - Setting clear boundaries is crucial. [13:26] - We underestimate the power of trust. [15:24] - During the transition into a leadership role, the most resistance Andrea received from teammates was when she implemented new protocols. [18:10] - There are ways to communicate expectations without feeling like you're coming down on people. [20:22] - You need to have a solid network of people who support you. [21:25] - Imposter syndrome is something a lot of new managers may struggle with. [24:35] - Sometimes you won't know how to deal with an issue until you do it. You will probably not be prepared for everything.It is a journey. [26:11] - When bringing in new leaders, step into a mentorship role and encourage open communication. [29:17] - There's a common misconception that managers and those in leadership need to know and excel at everything. [31:15] - Don't forget about your team and their needs. You've been in their position and are now able to help them grow. Thank you for listening. Remember you are not in this alone. Visit our website for more resources. Links and Resources: VHMA Web Page VHMA Coronavirus Resources VHMA Facebook VHMA Twitter VHMA on Linkedin