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In-Person Vet Appointments

Checklist for scheduling, documenting, and following up on an in-person vet visit.

Purpose

This is the checklist for handling an in-person vet appointment for a dog in our care, from owner notification through the health-record follow-up after the visit.

At a Glance

  • Notify and consult the owner whenever possible. We will not withhold veterinary care if the owner cannot be reached, per our Health Agreement.
  • The RI or a manager decides next steps with the owner and documents the conversation in the kennel system.
  • The office books the appointment with our primary available veterinarian.
  • Record the full health checklist below in the kennel system before the visit.
  • A designated staff member transports the dog in a company vehicle.
  • Vet invoices go on the owner's invoice unless a manager approves otherwise.
  • For minor concerns that do not need an in-person visit, see Virtual Vet Appointments.

Steps

  1. If a dog needs to see the vet, notify and consult the owner whenever possible. Veterinary care is never withheld if the owner cannot be reached, this is part of our Health Agreement with the client.
  2. The RI or a manager discusses options and next steps with the owner, and documents the conversation in the kennel system.
  3. The office books an appointment with our primary available veterinarian.
  4. Before the appointment, obtain and document the health checklist below in the kennel system.
  5. A designated staff member transports the dog to the appointment in a company vehicle.
  6. Document every diagnosis from the vet carefully in the kennel system and relay it to the owner, especially ongoing health issues, treatment plans, and medications.
  7. Add veterinary invoices to the owner's invoice unless a manager has approved otherwise.
  8. If the dog continues to stay with us, record medications and treatment plans in the kennel system.
  9. Contagious dogs may be placed in a VIP area.
  10. Continue monitoring the dog, and notify the owner a few days after the visit to keep them informed of the dog's health.

Health Checklist (record before the appointment)

  • Dog name
  • Dog breed/color
  • Dog age
  • Dog sex
  • Dog weight
  • First notice of symptoms and progression
  • Current symptoms
  • Any other pertinent variables (prescriptions, medical history, etc.)

Who to Ask

If the owner cannot be reached, the RI or a manager makes the call on next steps, documented in the kennel system, and care proceeds regardless. Anything involving a fight, bite, or emergency in daycare that leads to a vet visit should also be logged per Managing Emergencies in Daycare and Incident Reports.

How do I escalate a vet visit decision if the owner can't be reached?

We do not withhold veterinary care because an owner is unreachable, that is part of our Health Agreement. The RI or a manager discusses options and next steps and documents the decision and the conversation in the kennel system, then care and transport proceed from there.