Page 45 - Client Coordinator

WHEN We Notify: If we are closing early: By 2 PM that same day.
If we are opening late: By 10 PM the night before.

How We Notify Staff: A group e-mail to all staff members e-mail on file by the above times. We need
all e-mail addresses. We also need a group e-mail draft so those e-mail
addresses don’t have to be found that night/day.

How We Notify Clients:
1. Send a group e-mail to ALL clients by the above date via Demandforce by
the above times. See Demandforce procedures. See below for script and
guidelines on this e-mail.
2. Post a message to our facebook, twitter, and blog by the above times.
3. Post a sign on the front door on the INSIDE by the above times.
4. Change the voicemail message (see “Voicemail” procedure in manual under
“Receptionists”).
5. Call ALL clients that are scheduled during the time we will be closed. Call
ALL of the client numbers we have for each client.
6. Call ALL client with patients in the hospital scheduled to go home today (and
tomorrow if limited hours tomorrow). Let them know what our hours will
be. If they need to keep their pet’s here another day we will let them stay
for no charge. Assure them we will have staff taking care of them even
though we are not open.

Responsibility of Staff: From Hospital Policies: In the event of inclement weather (ex.: ice or flooding or
other circumstances as determined in the sole discretion of Dr. Julius or Executive
Director which prohibits an employee from traveling to work), employees are not
required to work their scheduled shifts if they are unable to safely report to work,
but must notify their supervisor as soon as possible prior to the start of the shift.
Employees who are willing and able to work during inclement weather will be
allowed to work on an as needed basis. There will be no pay for time missed due
to inclement weather.

What Else to Do:
1. Change the Appointment Schedule in AVImark for: All doctors’, grooming,
tech, and boarding.
2. Coordinate the schedule of the essential lay staff that will be needed based
on doctor’s schedule, boarders, etc.
3. Inform and schedule doctors accordingly

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