Page 44 - Executive Director

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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