A practice manager’s tips for recruiting veterinary team members

A frequent lament among veterinary practice managers is finding-and keeping-veterinary technicians and other quality team members. Timely hiring is critical because extreme costs can be associated with prolonged vacancies.

Theresa Cosper-Roberts, a senior consultant for National Veterinary Solutions, said the average daily value for a veterinary technician is $957.32, citing a 2007 JAVMA article and adjusting for inflation. Considering it takes a median of 44 days to hire for a staff member, a vacant position costs an estimated $42,122.08. This amount does not include managerial time, recruitment costs, or training costs, she said.

A quick hiring process maintains staff morale, reduces financial losses, and ensures the quality of services, explained Cosper-Roberts, who is a registered veterinary technician and manager of the Surgical Training Center at LSU School of Veterinary Medicine. She presented the session "There Is No Secret Ingredient: Recruitment and Retention of Veterinary Support Staff" on June 23 at AVMA Convention 2024 in Austin, Texas.

When deciding on a veterinary technician candidate, it's important to assess their skills, educational background, and personality to ensure they align with the practice's values, according to one expert.

The presentation explored traditional and unique recruitment methods for credentialed veterinary technicians and other members of the veterinary care team.

Forecasting

Forecasting is strategic planning, Cosper-Roberts said, in which leadership is anticipating needs and taking a proactive approach to hiring.

Proactive workforce planning ensures continuity and stability rather than reacting to immediate vacancies, she explained.

Forecasting starts with data collection. She recommends reviewing past hiring data to see when the practice typically brings on new team members or loses current ones. This could help identify seasonal trends, economic conditions affecting the talent supply, or if there are any trends in turnover rate throughout the year.

Next, analyze competitors' and industry reports so the practice can offer competitive compensation and benefits.

Finally, she says, take a skills inventory of existing veterinary team members to anticipate future needs. When considering business objectives and growth plans, is there a need for additional positions? Are there gaps within the workforce, and with additional training, could a current veterinary team member fill the gaps? This will help with allocating resources, budgeting, and effectively leveraging the practice's current veterinary technicians.

Candidate sourcing

Finding the right candidate is all about casting a wide net and using diverse recruitment channels, Casper-Roberts said.

Access to a wide range of candidates with different skills, backgrounds, and experiences encourages inclusivity and diversity within the workforce as well as increases the likelihood of finding the best fit for the role.

Even broadening the scope of potential applicants beyond local or immediate networks can attract candidates who may not have been aware of the opportunities otherwise.

Multiple sources can help fill positions faster and reduce the risk of extended vacancies that can impact productivity and morale.

Sourcing candidates externally is made much easier with the internet and job boards, whether general ones such as Indeed or those hosted by state and local VMAs. Veterinary-specific job boards such as the National Association of Veterinary Technicians of America, the AVMA Veterinary Career Center, and the American Animal Hospital Association (AAHA) Career Center are also great places to start.

Veterinary technology programs often have program job boards, program websites, and program directors who can assist in connecting practice managers with upcoming and recent graduates.

Social media and online communities are excellent resources for finding candidates and posting jobs. Private Facebook groups such as Veterinary Support Staff Career Group and Veterinary Technician Job Network of the USA have thousands of members.

"Use anything available to you for social media," Cosper-Roberts explained. "Get those submissions; get as many candidates looking at your practice as possible."

Recruitment agencies also have their place and offer several advantages when seeking targeted candidate pools.

"Just be sure to select a reputable and specialized veterinary recruitment agency," she said.

The best source for candidates remains employee referrals. These people are much more likely to stay because veterinary team members know they can work well with whoever they refer, she explained.

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