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Our most popular and most sought-after product has been our Management Tools Binder. The result of over 35 years of development and a growing scope of content has led us to re-envision and rename it. Previously known as “The Big Blue Book”, the VMC Comprehensive Management Resource Library contains the documents you need to help you effectively manage your practice.
Our Library of over 450 documents is divided into 12 categories:
- Client Communications
- Care Plans (estimates)
- Human Resources
- Employee Policy & Procedures Manual
- Job Descriptions
- Phased Training Programs
- Employee Evaluation Forms
- Employee Incentive Program
- Exam Room Video
*Note: The Employee Handbook and Job Descriptions contained in this resource library are written in compliance with US State and Federal Laws (Canadian version not available).
Within each section are detailed examples of forms and documents that have been specifically developed for veterinary practices. Instead of reinventing the wheel, you can begin with the most current, up-to-date documents available in veterinary practice management and then customize those documents for your practice. All the documents contained in the Comprehensive Management Resource Library come on a USB drive, enabling you to customize the form or document for your practice. The accompanying book provides either a full-size sample of the document or an image of the document with a description, making it easy to find just the one you need. Nowhere else will you find such a comprehensive library with all the forms, documents and tools necessary to effectively manage a veterinary practice. Why waste time creating documents from scratch – and hoping you have included all the correct and vital information – when the work has already been done for you?
Resource Library Sections
Our Library of over 450 documents is divided into 12 categories. Read more about each category below.
Packed with forms commonly used to enhance everyday practice management activities – this section contains 22 forms, including: In-hospital Tracking Form, Flex Scheduling Guidelines, Month End Report, Mystery Shopper Report, New Client Form, Canine and Feline Pre-exam Checklists, Controlled Drug Log Form, Cash Drawer Worksheet and Client Questionnaire.
Effective client communication is essential to your practice’s success and to the well-being of the patients you serve. An educated and informed client is more likely to comply with recommendations and to value the services their pet receives. From Authorization Forms to Account Collection; Biographies to Boarding; Dental Information to Exam Room Report Cards – these forms will help you inform and educate your clients. This section contains 57 documents, including Lifetime of Wellness for dogs and cats, TLC Boarding, Kennel Camper Cards, Geriatric and Dental Targeted Marketing Letters, Dental Grading Reports, Internet Pharmacy, Purging Letter, Laboratory Test Results Worksheet and Care to Share cards.
Does your practice write up the same healthcare plans (estimates) over and over again? Standardized Medical Care Plans save not only your valuable time and effort — they also ensure standards of care, help clients better understand their pet’s diagnosis, explain the recommended treatment, and itemize the costs of the services rendered. This section contains 65 itemized estimates covering the areas of Dermatology, Ears, X-rays and Work-ups, Eyes, Genital/Urinary Procedures, Gastrointestinal, Orthopedics, Respiratory/Heart and Dental as well as other elective and non-elective services. Medical Care Plans include a description of the condition and its treatment. A special feature of the Medical Care Plans is that all plans can be automatically updated by using the master fees feature. Update fees and all your Medical Care Plans are updated at the same time!
Consistency and structure are imperative to your hospital’s daily managerial and personnel operations. A healthcare team that is provided with guidelines, boundaries and direction is more likely to comply with management’s expectations, especially when those expectations are clearly and concisely articulated. This section of forms includes suggested protocols and templates for establishing your expectations in writing. Set your healthcare team up for success! Topics covered among these 33 protocols include Discounts, Discharge, Call Backs, Emergencies, Animal Related Injuries, Inclement Weather, Personal Accounts, Strays and Rescue Animals, Time Cards, Charity Accounts, Collection Policies, Petty Cash, and Reminders.
Personnel management can be a challenge. Let us help you make it more manageable with this set of 39 forms designed specifically for human resource purposes. This section includes tips and examples for writing advertisements for open positions; help for interviewing and checking references; sample job offer letters; attendance records; and career development plans. You’ll find an Employee Warning Notice, Corrective Action Form and Discrimination Complaint Form. There’s even a Termination Checklist and Employee Exit Survey.
An employee policy & procedures manual is an essential management tool that outlines all policies and procedures that relate to employees. An effective manual facilitates communication on important issues and demonstrates compliance with state and federal policies. Sections within this manual template cover employment status, discrimination, non-solicitation, personal conduct, paydays, timecards, overtime, work schedules, attendance, benefits, uniforms/grooming, employee reviews, incentive program, leave of absence and disciplinary protocol.
By creating job descriptions for all positions within your practice, prospective employees know up front what a job encompasses. A good job description clearly outlines an employee’s duties and responsibilities, providing a framework that supports accountability while equipping the employee for success. This section contains 54 sample job descriptions for healthcare team members, including: front desk, kennel, technical, associate, management and other positions. These job descriptions include wording critical for legal compliance. Plus, each job description has a corresponding phased training program and evaluation form.
Phased training programs take a comprehensive view of all the duties and responsibilities of a given job and divide them into training periods referred to as phases. The New Employee Orientation section in each form covers critical new hire compliance steps, eliminating the need for other checklists. These programs provide an “itinerary” for new employees, allowing them to be trained gradually so that they are not overwhelmed as they initially enter the practice. One of the factors in staff turnover is a lack of structured training. Don’t “throw them to the wolves”! Providing this structure in the training process allows employees to be trained to a higher level of skill and expertise. This section contains 57 sample phased training programs for front desk, technical, associate, management and other positions. Plus, each phased training program has a corresponding job description and evaluation form.
Employee evaluations are essential in developing a well-informed and motivated team. Don’t leave team members wondering if they’re meeting expectations or how they can improve their value to the practice. These forms guide you through evaluating an employee’s performance by reviewing the functions of that job as outlined in the job description and phased training program. This package contains 62 sample evaluation forms developed specifically for veterinary practices. Included are front desk, kennel, technical, management, associate and other position evaluation forms. Plus, each evaluation form has a corresponding job description and phased training program.
This section helps you incorporate an effective employee incentive program that motivates employees and creates a team effort within your practice. Bonuses are based on individual performance and your practice’s increase in gross income —those who contribute more receive a greater reward for their extra effort! General implementation information, calculation forms, completed examples, and three job-specific evaluation forms are included with these 42 documents. A calculation program for use with Microsoft Excel makes it easy to determine the amount of each employee’s bonus and provides documentation that you can present to the employee to show them how it was calculated.
Video coaching can be a useful tool for identifying strengths and weaknesses in the exam room. This section explains the benefits of this style of training, what to consider when implementing it, and what results to expect. You’ll find the tools you need to implement video coaching. This 13-document section also includes policies, consent forms and evaluations.
When your team answers the telephone or responds to questions posed by clients, do they provide a consistent response or maybe two completely different answers? Do they all answer the telephone in the same manner, saying the same thing? We strongly suggest that you develop scripts for some of the more common client communication scenarios and questions that your employees need to respond to. How do you want your receptionist to respond to the question, “Can you explain heartworm disease to me?” or “Why does my dog need an exam every year?” You have standards of medicine and surgery in your practice —do you have standards of customer service? A good way to initiate standards of customer service is to develop communication scripts for your team members. We have 16 scripts, including exam costs, dental cleaning, spay and neuter questions, payment concerns, and presurgical bloodwork.