Animal Welfare Professionals

This message was posted by a user wishing to remain anonymous

Hiya.

We are a small non-profit animal shelter (currently only 7 employees) and we started providing community spay/neuters this year. We have built it slowly and we also work with several municipal shelters and rescues.  It's small but going well and we have developed very good relationships with new rescue partners. 

Demand is very high in our area and we would like to expand our program and services but before we do so, I want to make sure we have everything in place for proper tracking, for financials, and SOPS.   

Would anyone mind sharing their SOPs for community S/N and/or clinic, as well as any templates for tracking supply costs, veterinary costs, time ext... for the financial end? Or point me in the right direction? It would be very appreciated! 

Thank you in advance!

#AccesstoCare
#DataandTechnology
#Medicine,SurgeryandSterilization

Hello,

Are you using any shelter/veterinary software? Ours is Vetter, aka DaySmart so we run reports based on the S/N services being entered in patient and client profiles; I use Google Sheets for tracking TNRs and it could be revised for community s/n too.  I don't have any SOPs for the actual clinic since I am not in the veterinary team; there are many templates for S/N available online, Best Friends and other organizations. Hope this helps.

Here is a link: https://docs.google.com/spreadsheets/d/1j-Qr0cNhR6xHdL3l_NcYvDSTL8wXhPQhUF--BV0q0Hw/edit?usp=sharing

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Alexandra Young
Community outreach programs manager
Humane Pennsylvania
PA
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Are you using Quickbooks Online for you financials?  You can track expenses in your chart of accounts?  Procurement, approvals, invoices are the most challenging issues.  If you use a service like bill.com you can get approvals wrapped into the software.  

Clinic HQ will track owned and TNR cats.  They also support restricted grant funding, but it isn't super pretty.  Accounting reports can be a bit messy too, so I recommend reconciling on a weekly basis.  

If you are asking about tracking inventory.  There are a lot of these resources in the Veterinary Space.  Google "Veterinary Practice Manager "resources and you will find tons of info. there.  

I highly recommend that every organization go as "cash less" as possible and pre-pay.   That makes things a lot easier.

Congratulations!

Stacy

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Stacy LeBaron
Head Cat
The Community Cats Podcast
Warren VT
978-239-2090
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Hello.    Sounds like you are doing good work.     I am ED of a foundation that operates a s/n and wellness clinic and really good source for all information regarding HQHVS is the ASPCA Spay/Neuter Alliance.  They have tons of resources from job descriptions, workflow,  training videos etc.   https://www.aspcapro.org/about-programs-services/aspca-spayneuter-alliance.  I refer all my new surgery staff members to review it..    

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Dawn Roberts
Executive Director
Beesley Animal Foundation
TN
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Be sure to check out the HQHV position statement from the Association of Shelter Veterinarians.  https://sheltervet.org/resources/position-stmts

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Tom Van Winkle
Executive Director
Association of Shelter Veterinarians
NC
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