Veterinary Procedure Manual
1) Administration
One aspect or this job as a veterinarian for Well Animal Institute is to over see the
administrative procedures at the teeth cleaning clinics. The following is an outline of
those procedures.
Upon arriving at a teeth cleaning clinic: First, please check the schedule. If
convenient get a copy. More on the schedule later. Check with the store to see if
they have release forms. If you are at a doggie day care facility verify that the release
forms are signed by their owners and that the credit card information is correct.
During the clinic please make sure you are filling out all their paper work. 1) The
back of the release forms serve as our medical records. 2) The customer’s report
card (Vet and/or Tech can fill out) 3) The summary sheet, where all the financial
transactions are recorded.
At the end of the clinic we would like you to balance the money. When the summary
sheet describes the precise money transactions it makes it easier for the office to
process the clinic.
Remind the technicians to clock in and out on the summary sheet. There is a place
for you to write your hours down as well.
Please mail the clinic summary sheet, money, and release forms in the preaddressed/stamped envelope the day of the clinic. Currently we mail the cash, BUT
MAKE SURE YOU SEAL THE ENVELOPE WELL.
Please send us a bill with-in 3 business days by e-mail in order to get paid. You are
paid after each clinic is processed in the office.
2) Procedures
You are also responsible for overseeing the anesthesia-free dental procedure. The
safety and well being of the animals and people working with the animals or around
the animals is your priority and responsibility. Please check each dog in. Take a
verbal history. Sometimes people don’t write that their dog has a health concern. If
the dog has a health concern inform the owner that you may administer antibiotics
and that is an extra $20 charge. You are to observe the dogs while the techs are
working on them. I realize you will be running back and forth to check in and return
animals. Please help the techs with struggling animals. Every small dog must be
wrapped in a towel. It is your call if you feel it is necessary to stop a dental for the
safety and well being of the dog or our staff. We never charge if we don’t finish a
dental cleaning no matter how long we have been working. Please check the mouths
before they are returned to their owners. It goes a long way to show the owners the
good job our techs have done. If you get tied up it is OK to send one of the techs to
return a dog to its owner. They are extremely well trained and know how to talk to
the clients. If you have any concerns over a technician’s performance please call
Cindy to discuss.
3) WAI Representative
The third and just as important aspect to your job, as a representative of WAI, is to
portray a professional image to the store owners, customers, and to the technicians.
We ask that you don’t bring your personal life into work. Phone calls are for
emergencies only during work.
The Store Owners – These people are the back bone of our company. They are our
most important customers and we want to treat them like royalty so that they have a
positive experience and look forward to having us back for a future clinic. Think of
yourself as a guest in their “home” and we do not want to offend them. Please ask
permission and be polite. Please keep them informed so we maintain a good report.
1) Upon arrival introduce yourself to the owner/manager.
2) Ask where you should park your vehicle.
3) Ask where they would like you to set up.
4) Inquire if they have release forms.
5) Could you see the schedule?
6) What is their arrangement with WAI about who takes the money. If they don’t
know ask if they would allow us to take the money. You should receive a check
from them before you leave if they take the money. There are a few old clients
we allow to mail checks, but call Cindy to verify if you have any questions about
this.
Technicians – Certainly you can be more casual around the technicians unless the
customers are near by. The technicians are you team members. You are there to
support them and lead them in good decision making. Conversation should be
appropriate and respectful. Please no cursing, gossiping, or inappropriate subject
matter. We advocate a sense of teamwork and like to promote a respectful
environment where everyone feels welcome, comfortable and supported.
The Clients – Please be polite, accommodating, listen carefully and try to be patient.
Answer any questions or concerns they may have. If they ask to watch tell them to
give you 10 minutes to get the dog settled then they can peek in. Some of the dogs do
better with the owner there and most do better with the owner gone. Tell them you
will call them if you need them.
The Schedule – On arrival please look at the schedule. If you see any late
appointments dangling out by themselves at the end of the day, try to call those
people and move them up or reschedule them for another clinic. For example the
bulk of the appointments end at 1:30 but at 3:00 there is one appointment. It doesn’t
make any sense for WAI to pay a group of people to sit around for one and ½ hours to
wait for this one appointment. Having said this, before you change an appointment
time please check with the store owner to get their permission to do it. If you have
permission to do this and can’t reach the customer who has the appointment at 3:00
Send all but one tech home and wait for the dog. If you have not been able to reach
the customer at the end of the day STAY at least 15 minutes extra as a courtesy.
Any other glaring scheduling errors please call Cindy at 303.514-0076.
Miscellaneous -Past incidents we would like to avoid.
 Vets bringing their children, dogs, friends to a clinic without permission.
 A dog day care owner felt one the vet bossed their employee around.
 The owner of the store perceiving the vet is conducting personal business
during the clinic.
 Vets not dressing professionally.
 Vets not parking where the store would like.
 Store owners being upset with vets who don’t ask about …you name it.
Contact – We will need a way to contact you in a timely manner. We must be able to
reach you by phone or email sometimes the same day if we have an urgent question.
You must commit to work dates months in advance and not change them unless there
is an emergency.
Dr. Norman commits 6 months in advance to her work schedule.
If you have any pressing questions about procedures during or after a clinic call
Cindy at 303 514 0076. Then try the following number, the office (303) 654-0560
Any schedule or paycheck questions should be directed to the WAI office at 303.6540560, or if it is on the weekend to Cindy 303.514-0076. Please leave a message if
you cannot reach us and we will return your call ASAP.
Money – Currently the dentals cost $165 (going up to $185 as of June 1s.t) the store
owners receive $25 ($30.00 after June 1, 2014) of this amount. The biggest problems
for the office processing the clinics are mistakes made writing down credit card
numbers correctly. I personally write the card information down for the customer. I
also double check that check amounts are correct and write the check number down
on the summary sheet. If WAI takes the money, I calculate what we owe the store
owner and leave them a receipt. Number of dogs x $25 ($30.00 after June 1st). Then
note this on the summary sheet. If the store takes the money calculate what the store
owes WAI. Number of dogs x $140 ($155.00 after 6/01/14). Plus any antibiotics
($20.00), minus any coupons. I write the store a bill and/or a receipt and note this on
the summary sheet.
Liability Insurance – Because you are working as a contract worker you need to have
your own professional veterinary liability insurance and provide WAI with a copy.
Also you will need a current veterinary license to work in the State of CO. WAI also
requires you to sign a non-compete contract.
You should have a back pack with the following items: receipt book, release forms,
report cards, antibiotics, stamped flat rate mailing envelopes, labels, pill bottles for
dispensing antibiotics, Chlorhexidine Solution 2% and most importantly a Credit
Card Swiper.
Make sure to call the office (303) 654-0560 if you are running low on any
supplies (antibiotics, receipt book, etc.) it will take us at least 7 days to deliver.
Revised 3/2014