Animal Welfare Professionals

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  • 1.  Spay/Neuter/Clinic Expense Tracking & SOPs

    This message was posted by a user wishing to remain anonymous
    Posted 11-27-2023 02:16 PM
    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



  • 2.  RE: Spay/Neuter/Clinic Expense Tracking & SOPs

    Posted 12-11-2023 09:40 AM

    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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    Attachment(s)

    docx
    HPA_TNR_Clinic_Discharge_Instructions.docx   4 KB 1 version
    xlsx
    TNR_tracking.xlsx   14 KB 1 version
    Original Message


  • 3.  RE: Spay/Neuter/Clinic Expense Tracking & SOPs

    Posted 12-12-2023 03:14 AM

    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



    ------------------------------
    Stacy LeBaron
    Head Cat
    The Community Cats Podcast
    Warren VT
    978-239-2090
    ------------------------------

    Original Message


  • 4.  RE: Spay/Neuter/Clinic Expense Tracking & SOPs

    Posted 12-12-2023 07:50 AM

    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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    Original Message


  • 5.  RE: Spay/Neuter/Clinic Expense Tracking & SOPs

    Posted 12-13-2023 07:36 AM

    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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    Original Message


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