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1 Certified Veterinary Practice Manager (CVPM) Preparation Workbook Webinar Shelley Johnson CVPM A service provided by: Veterinary Hospital Managers Association, Inc. CVPM General Information VHMA Website CVPM Informational Webinars via VHMA website Test Construct/Validation Behavioral Ergonomics (Albany, NY) Welcome to today s tour Purpose of Webinar CVPM Preparation Workbook layout / components Benefits of Utilizing CVPM Preparation Workbook Pre-Exam On the job

2 Features of Workbook Introduction; Brief background of VHMA and CVPM NCCA Testimonials Exam Day prep Table of Contents MyCVPMPlan Appendices Exam composition, scoring and reporting CVPM Preparation Resources/Methods VHMA website / application Educational venues Traditional classroom Online offerings Study groups (traditional and virtual) Mentor CVPM Preparation Workbook Understanding your best learning style Appendices: A and B A 77 Appendix A (Documents and Resources) Recommended Reading List Task Analysis Outline Test Blueprint Sample Questions Equations / Formulas

3 Continued: Appendix B Appendix B (Worksheets) Familiar Terms Laws and Regulations CAN US MyCVPMPlan 9 B MyCVPMPlan Features My Experience My Formal Education My Continuing Education My Letters of Recommendation My Study Contacts My Mentors 9 MyCVPMPlan Features My Classes to Take My Resources to Obtain My Recommended Reading Schedule My Timeline to Examination Day

4 Timeline Planning Define tasks at hand Work and Life variables The W s Creating supportive network Personal Professional Exam Day Start To Begin - CVPM info from website ( Understanding and completing the application Mentors CVPM Preparation Workbook Begin MyCVPMPlan data accumulation Record as much information as possible in MyCVPMPlan MyCVPMPlan My Experience 0 key Work Experience attributes Requirement: Responsible for 6 of 0 within the last years (description of duties on application) Practices? Excellent tool for career development Exam requirement Manager training tool 9

5 MyCVPMPlan My Formal Education Educational requirements: See CVPM Application Multiple courses / Multiple venues Recording the specifics Course College/University Discipline Semester Hours Date Completed Transcripts?? MyCVPMPlan Continuing Education Requirements for CE: See Application Keep list current Retain CE certificates in packet SEMINAR/COURSE PROVIDER DATE(S) CE HOURS AWARDED DOCUMENT- ATION 5 MyCVPMPlan Letters of Recommendation Specifics on Letters of Recommendation See Application NAME RELATIONSHIP CONTACT INFORMATION DATE SENT: NOTES: 7 5

6 MyCVPMPlan Study Contacts Who makes your list? Classmates Conference attendees Discussion Forum contributors NAME CONTACT INFO NOTES: 9 MyCVPMPlan My Mentors Read Testimonials VHMA has Mentor Program NAME CONTACT INFORMATION NOTES MyCVPMPlan My Classes To Take Determining the right classes Building timeline Accomplishing more than one career goal Name of Class Where When # Credits Notes: 6

7 MyCVPMPlan My Resources to Obtain Updating your professional library Share resources +/- Recommended Reading list on page 77 Title/Author Publisher Purchased From Borrowed From Cost or Return Notes: 5 MyCVPMPlan Recommended Reading Schedule Tips for setting up schedule Coordinate with classes TITLE BEGIN DATE PACE FINISH NOTES: 7 Questions?? 7

8 MyCVPMPlan Timeline to Exam Day Items to consider to Pre-Application Target date for exam Coursework / Transcripts Work Experiences Letters of Recommendations Domains 9 MyCVPMPlan Timeline to Exam Day Post Application Recommended Reading Review of Domain strengths Build flash cards Continue CE / coursework Study group schedules / frequency Exam day preparation (pg. 9) 9 Attending VHMA Conference pre-exam Benefits Familiarize with environment Meet with study ygroup Get great veterinary management CE Meet/Network with colleagues 8

9 Test Blueprint Overall Weight of Domains Finance (0%) HR (0%) Organization of Practice (0%) Law & Ethics (0%) Marketing (0%) Regulatory 5% Ethics 5% Exploring the Domains Human Resources (pgs.9-) Law and Ethics (pgs. 5-) Marketing (pgs. 7-5) Organization of Practice (pgs. 55-6) Financial (pgs. 65-7) Finance (0%) HR (0%) Organization of Practice (0%) Law & Ethics (0%) Marketing (0%) Workbook Attributes - Domains Each Domain is separated by Section Each numbered Familiar Terms listed (not an all-inclusive list) Tips Self Assessment Based upon your experience / knowledge Based upon Recommended Reading 9

10 Human Resources ** FAMILIAR TERMS Each domain contains a Familiar Terms area in this workbook. Candidates should be familiar with the terms listed. Understanding the definition as well as understanding the context in which each term is used will be helpful to the candidate. These lists are not all-inclusive. Section.0 RECRUIT, INTERVIEW AND HIRE FAMILIAR TERMS 60 degree evaluations Employee grievance Mediate Aptitude Employee Records Mentoring TIP: Understand how to determine when and how to add new staff members. SELF-ASSESSMENT What types of questions can be asked in an interview? What types of questions should be avoided in an interview? 9 Law and Ethics The principle focus of the Law and Ethics section is based upon Federal law US or CAN. It is the responsibility of candidates to be familiar with and be responsible to their State and Local laws as they pertain to their day-to-day jobs, however, the exam will focus primarily on Federal laws. Section.0 REGULATORY AGENCIES FAMILIAR TERMS "It's The Law" Posters Form 00A Personal Protective Equipment (PPE) Child-proof containers Prescription label Material Data Safety Sheets (MSDS) TIP: Be able to expand and learn the agency acronyms or abbreviations. SELF-ASSESSMENT Differentiate FDA and USDA regulations as they pertain to veterinary products. What responsibility does the veterinary hospital have to monitor safety violations? 5 Marketing Section.0 INTERNAL / EXTERNAL MARKETING AND PUBLIC RELATIONS FAMILIAR TERMS Advertising External marketing Mission statement Business image Four P s Public relations TIP: Be able to differentiate advertising and marketing. Understand the differences and similarities with the two. 7 SELF-ASSESSMENT MANAGE BROCHURE PRODUCTION / DISTRIBUTION Describe the importance of a hospital brochure. List (0) items to be included in a hospital brochure. 0

11 Organization of Practice Section.0 MEDICAL RECORD STANDARDS AND COMPLIANCE FAMILIAR TERMS Compliance Medical Terminology Record Transfer Confidentiality Paperless/Paper p light TIP: Review medical terminology applicable to client records. SELF-ASSESSMENT List key pieces of information that should be found in a patient medical record. How is this determined? 55 Financial Section 5.0 ANALYZE PRACTICE AND FINANCIAL REPORTS FAMILIAR TERMS Cash Budget Income Sales Tax Cash Flow Statement Income statement Shareholder's Equity Certified Public Accountant (CPA) Income Tax Statement Reconciliation TIP: Be able to list reliable sources for practice financial benchmarking. SELF-ASSESSMENT Identify the information found on a balance sheet, income statement and a cash flow statement. 65 Identify your strengths CVPM Task Analysis (pg. 79) Self Assessment of domain experience/ knowledge Review work background/work history Current job description Recent performance reviews Academic experiences CE experiences Finance (0%) Organization of Practice (0%) HR (0%) Law & Ethics (0%) Marketing (0%)

12 Determine study needs Key factors to weigh in on Knowledge Needs Resources Environment Support Time Work Life Putting it all together Goals and Timelines Short term Long term Build and gather resources Build support network Accountability partner Mentor Employer, Coach, Family Member Read, study, read, discuss, study CVPM Exam Dates CVPM examinations are offered various times a year in conjunction with the VHMA conferences. Location and dates of the examination may vary from year to year. Upcoming Examination Dates and Application Deadlines can be found at:

13 Good Luck! Tip The VHMA website can be a very helpful resource for future CVPMs. See the Discussion Forums as well as the CVPM info tab on the home page. Veterinary Hospital Managers Association, Inc. PO Box 80 Alachua, FL Phone: (877) (58) -89 Fax: (888)

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