CLINIC HQ

10.2.2. Chaos Reducing Strategies

Chaos-Free Clinics: Tactics That Keep Your Day Flowing Smoothly

  1. Setting a goal for a 2 minute check-in time per animal will keep things running smoothly.
  2. Have public clients pre-make appointments and have volume clients pre-enter data in the Volume Client Portal (VCP). This is the singular best thing you can do to transform your check in process.
  3. Send confirmation and reminder emails and text messages to with what to do at check in and fasting instructions. See our Communication section for instructions.
  4. Split your check in times between dogs and cats.
  • For example: have dogs check in at 7:30 AM and have cats check in at 12:00 PM.

  1. Do curbside check in, and pre-set up services for animals.
  2. Make note of any pets that have caution ticks and act accordingly.
  3. Use e-Lobby curbside to check in animals.
  4. Use Patient Flow.
  5. Make good use of team notes that populates in Patient Flow.
  6. Pre-print packets with cage cards, neck collars, pre-written masking tape for cat carriers, treatment sheet (optional) or baggie inserts (optional).
  7. Do staggard check out.
  • When client appointments are spread out at different times for check-out, rather than all clients being scheduled to pick up their pets at once. This helps prevent overcrowding and long wait times at the front desk, improving overall flow and reducing stress for both clients and staff.
  1. Use auto-texting to text clients when pets are ready for pick up.
  2. Auto-email take home paperwork.
  3. Auto-send the healing email.
  4. Utilize ASPCA Spay & Neuter Alliances protocols & pre-sedate animals at the moment of check in.