Page 39 - Traditions Policies and Procedures

Div. 1 – Management
 Hold “No Fear” Staff Lunch Meeting to introduce Owners, DVM 1-4 wks B4 closing
 Start ED training in specific order (See ED Phase Training Form) First 6 months
o Daily Deposits
o Key Distribution Forms
o Train- Communication Skills (SEAM, It Seems, What??)
o Dropbox, management shares, staff shares, Security, Etc.
o Org Board explanation and Hierarchy Chart
o Train – Stat Log & Use My Stats
o Weekly Checklist for ED
o Doctors Production Spreadsheet
o Payroll Processing
o ED Bonus Program and Spreadsheet
o Staff Bonus Program
o ED Position Agreement
o Fees analysis and increase
o Comm Center installed
o OIC Board Installed
o Scheduled weekly staff meetings
o Policies Manual updated and ordered
o Policies Manual overview at staff meetings (2-3)
 Edit main clinic policies and procedures to customize for practice Week 3
 Check Canned Estimates in Avimark, review for accuracy Week 2
 Work With Estimate Permission – Owners and ED only Week 2
 Print main policies and procedures manual for staff Week 4
 Schedule weekly staff meetings Week 4-6
 Staff Meetings to Implement Main Policies and Procedures Week 6-10
 Create a communication center – Mailboxes and/or lockers Week 6-10

Div. 2 – Activation & Internal Marketing
 Set up email addresses domain for ED, doctors, etc. name@______vet.com Week 1
 Get local Client Care Coordinator named and trained on BestLocalR. Week 2-3
o Have him/her train staff on the script
 Each DVM, ED, Recept & Tech list their top 10 clients
 Each person will call their clients and ask for a review
 Make sure no client is on more than one list!

 Start using sign-in sheet on file for clients email and phone, and address Week 1
 Start using New Client ½ sheets to determine how the client found us Week 1
 Create Vet2Pet App Week 4+
 Establish monthly specials and schedule posts/notifications accordingly Week 2-4

Div. 3 – Finance & Vendors
 Set up Distributor account(s) – Henry Schein, Patterson, MWI 1-2 Weeks prior
 Set up: Electric, water, gas (if applicable), phones, internet, etc Week 1
 Get Quickbooks setup and local ED trained on it 2 weeks prior
 Set up bookkeeper Week 1-2
 Setup all Drug Company accounts – Merial, Bayer, RoadRunner, etc. 1-2 Weeks prior
 Transfer Credit/Debit card processor account 1-2 Weeks Prior
 Order any New Clinic Promotions that are appropriate for that clinic Weeks 4-8
o Talk to the other clinic ED’s and coordinate which drugs they use
o Place orders and divide up the drugs to each clinic
 Setup ADP account Week 1
 Check A/R of clinic, start collection service company 3-4 Weeks Prior
 Get security system & camera’s quote (if needed) Week 1
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