Vetspire Implementation Project Manager

Description

SUMMARY/OBJECTIVE
Under the direction of the Implementation Team Manager, the Implementation Project Manager will lead and manage the delivery of complex software implementation projects for diverse organizations, ensuring successful outcomes that align with client objectives. To lead and manage the end-to-end implementation of veterinary software solutions, ensuring successful deployment, adoption, and integration into veterinary practices. The Implementation Project Manager will leverage project management expertise and veterinary domain knowledge to deliver tailored software solutions that enhance operational efficiency and client service.

The Implementation Project Manager oversees the implementation of veterinary software systems, collaborating with stakeholders to define requirements, set timelines, and ensure successful project execution. Responsibilities include managing project plans, coordinating cross-functional teams, and providing training and support to veterinary staff. This role requires a combination of technical proficiency, project management expertise, and an understanding of veterinary workflows to ensure the software meets clinical and operational needs. The manager also monitors post-implementation performance, troubleshoots issues, and ensures continuous improvement of the software experience until handover to Support or the Account Management team.

KNOWLEDGE AND SKILLS
• Consulting on complex implementation projects and acting as a senior-level contributor and expert.
• Managing the project lifecycle, including resource allocation, timeline tracking, and risk management.
• Ensuring confidentiality of business-specific systems and processes.
• Working collaboratively with internal teams and external stakeholders to ensure smooth project execution.
• Providing training sessions to veterinary staff and staying up-to-date with new software builds and enhancements.
• Maintaining a high level of expertise in Vetspire and other Veterinary Practice Information Management Systems (PIMS).
• Demonstrating strong communication skills to effectively interact with teams of varying experience levels.

• Veterinary Industry Expertise: Broad knowledge of veterinary concepts, practices, and procedures, with the ability to plan and accomplish goals based on a wide range of experience and judgment.
• Veterinary Software Knowledge: In-depth understanding of veterinary practice workflows and software requirements, particularly Vetspire (with knowledge of other PIMS an advantage).
• Project Management: Expertise in managing complex software implementations, utilizing methodologies such as Agile or Waterfall to ensure successful delivery.
• Technical Skills: Moderate to advanced knowledge of computers and software systems, including system integration and troubleshooting.
• Confidentiality and Security: Ability to maintain the confidentiality of sensitive business systems, processes, and content.
• Self-Management and Organization: Self-driven, detail-oriented, and capable of multitasking, prioritizing, and managing multiple projects simultaneously.
• Collaboration: Strong ability to work in a collaborative team environment and manage cross-functional teams.
• Communication: Proficient in both written and verbal communication, ensuring clear and effective exchanges with individuals of varying levels of experience and education.
•  Training and Mentorship: Provide highly efficient internal training sessions for new builds and enhancements, ensuring accurate and up-to-date training for veterinary staff and internal staff upscaling. Master to tailor training to participants needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Project Planning and Coordination:
• Develop detailed project plans that define project scope, goals, timelines, and resources.
• Ensure timely completion of project tasks and maintain project schedules.
• Establish and adhere to implementation best practices, ensuring alignment across all phases of the project.
• Facilitate project planning meetings and communicate project status to operational leaders and managers.
Consulting and Strategy Development:
• Provide expert consultation on complex implementation projects, tailored to meet the needs of veterinary practices with best practice in mind.
• Evaluate practice needs and develop systems that support business processes, effectively communicating product development requirements to managers.
• Assist with change management during practice migrations to Vetspire and modifications to coding structures.
Software Implementation:
• Work closely with the project team to configure the site to the client's specifications, including customizations such as schedule, appointment types, encounter templates, consent forms, macros, packages, pricing lists, protocols, reminders, reporting, and integrations.
• Create specialized boarding and NOVA templates based on client specifications (if applicable).
• Collaborate with Bitwerx and the data team to ensure successful data migration, data syncs, and assist clients in maintaining and making changes post-implementation.
• Work with the project team to develop product and service code lists for both new and existing locations, ensuring proper pricing setup and data checking.
Training and Support:
• Facilitate and lead all training sessions for staff via webinars, in-person meetings, and online courses, offering additional sessions as necessary.
• Ensure accountability in the completion of self-paced training modules for veterinary staff.
• Provide expert guidance, technical support, and training to end-users throughout the software implementation and beyond.
• Tailor training is needed to improve the customer's learning abilities.
• Internal Mentorship to upscale the Vetspire teams and knowledge.
Communication and Stakeholder Management:
• Maintain clear and effective communication with stakeholders at all levels, including veterinary staff, senior management, external vendors, and clients.
• Build strong relationships with all members of the practice team to foster a positive team culture and ensure smooth collaboration.
• Ensure that project milestones, challenges, and progress are communicated effectively to all relevant parties.
• Identify, communicate, and resolve barriers hindering the successful completion of implementation projects. Risk management.
Operational Efficiency and Documentation:
• Assist in developing Standard Operating Procedures (SOPs) to drive operational efficiency and best practices within veterinary practices and groups.
• Monitor and assess the effectiveness of implemented software, ensuring that systems are supporting the desired business processes and goals.
Risk Management and Issue Resolution:
• Proactively identify and address risks or challenges during the implementation process, providing prompt solutions to issues as they arise.
• Troubleshoot technical or operational problems, ensuring the timely resolution of issues for a smooth project experience.
• Escalate missing features as quickly as possible to minimize project delays.
Post-Implementation Review and Continuous Improvement:
• Monitor the post-implementation phase (depending on project size 4-12 weeks),, ensuring that the software continues to meet the practice’s needs and performance expectations, tweak workflow needs.
• Conduct post-launch reviews to gather feedback, identify areas for improvement, and implement necessary adjustments or updates.
• Create a handover document for the support team or account management team, for a flawless transition away from implementation.
Accountability:
•  Supervise internal teams on large projects, ensuring they effectively deliver training sessions and contribute to the project's success.
• Provide leadership and guidance to the project team, ensuring accountability for tasks and responsibilities.
• Maintain a collaborative, reliable, and responsive approach to team management and project delivery.
Travel and Expense Management:
• Manage travel expenses related to project implementation, ensuring adherence to company policy.
Solution-Oriented and Empathetic Approach:
• Approach challenges with a solutions-oriented mindset, ensuring that clients’ needs are met with empathy and understanding.
• Build strong, positive relationships with clients and internal teams, promoting a collaborative and supportive work environment.
• De-escalation skills to manage risk assessments and resolution plan to move forward.

TRAVEL AND HOURS OF WORK
• Typical travel of every other week: 4-5 consecutive days. 50-60% annually
• Some travel could be required outside of typical business hours, depending on group and university operating hours.
• Working/travel hours has the potential to extend into weekend