House Call Vets – How to Optimize Your Time and Your Profits

A surprising number of veterinarians offer the option of house call services to their clients. This number is only expected to grow, particularly given the current pandemic situation. But being a mobile practitioner is not without its challenges. Logistically speaking, keeping on schedule when delivering care outside the confines of the clinic can be quite difficult. Thankfully, with a little planning and the right strategy in place, you can effectively manage your time, keeping clients happy and avoiding burnout, regardless of where you happen to be practicing. Here are a few tips to get you started.

Be strategic about where and when your appointments are scheduled. If you are booking more than one off-site appointment in a week, try to plan them in a logical way to avoid too much running around. For instance, schedule appointments based on their geographic locations. If possible, choose a specific area to cover for each day of the week. That way you’re not running from one end of town to the other and wasting valuable time in the process.

Plan for more than just the appointment itself. Many busy vets forget this important detail, focusing only on the time they anticipate needing for the actual session and neglecting the time it takes to prep and regroup in between appointments. As a result, they end up feeling rushed and overwhelmed, and the calendar starts getting backed up. Whether you manage your own schedule or someone else on your team handles it, make sure to build extra time in around each appointment. It’ll keep everything running much more smoothly.

Help your clients help you. When a client is fully prepared, the appointment will flow much more efficiently. Don’t just assume your clients will be ready for you. Be proactive. For example, when a client calls to book a calendar slot, provide instructions or send a list of what they should do in advance of the appointment. Not every client will follow through, but even if a few do, it’ll make your life much easier.

Schedule activities for when you are most productive. Be honest with yourself. Do you tend to focus better when in the office in the morning? If so, then try to schedule your most intensive work during that time and other tasks, such as your house call appointments, for later in the day. This will allow you to optimize the use of your time so you are most productive and profitable.

Establish a routine. Time management experts recommend creating a consistent routine that you can become accustomed to. For instance, it can be helpful to try and schedule all basic house calls on specific days. Likewise, setting a specified day for surgeries and other regular activities can help you keep a handle on your calendar and know what to expect when each week begins. Obviously, there will be times when you will need to deviate from this routine, but at least you’ll have a foundation to work with.

Delegate whatever work you can to other team members. This can be remarkably difficult for some of us because, as veterinarians, we have a tendency to want to handle everything on our own. Can you manage your entire practice while juggling appointments inside and outside the clinic? Sure. Should you? Not unless you’d like to end up crashing and burning. You’ve worked hard to hire an awesome team. Now let them put their skills to work and trust that they’ll get the job done so that you can make the best use of your time.

Automate as much as possible. We live in the digital age where technology has become an integral part of our lives. Take advantage of the tools available to you that can make your job and your life tremendously easier, like practice management software. When you can automate things like appointment scheduling, reminders, prescription refills and other common daily workflows, everyone on your team will be freed up to apply their human skills where they’re most needed – caring for patients and providing personalized service to clients.

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Our Advice on House Call Vets in 2024

What are the best practices for maintaining proper medical records and ensuring data security when working remotely?

Maintaining proper medical records and ensuring data security while working remotely involves utilizing secure, cloud-based practice management software that offers encryption and regular backups. Implement strong password policies and multi-factor authentication for all devices accessing patient data. Regularly update software to protect against vulnerabilities and ensure compliance with industry standards. Educate all team members on best practices for data security, including recognizing phishing attempts and using secure networks. Conduct regular audits to ensure data integrity and identify any potential security breaches, thereby safeguarding sensitive patient information effectively.

What strategies can be employed to manage client expectations regarding the scope of services that can be provided during house calls?

To manage client expectations for house call services, clear and proactive communication is essential. Provide detailed information on your website and during booking calls about what services are available and any limitations. Send clients pre-appointment instructions to ensure they are prepared. During initial consultations, outline what can be achieved in a home setting and discuss potential follow-up procedures at the clinic if necessary. Establishing these boundaries upfront helps clients understand the scope of services, leading to more efficient visits and higher satisfaction.

What are the most effective methods for disinfection and biosecurity between house call appointments to prevent disease transmission?

Effective disinfection and biosecurity between house call appointments are crucial to prevent disease transmission. Use hospital-grade disinfectants to thoroughly clean all equipment and surfaces after each visit. Employ disposable protective gear, such as gloves and shoe covers, and change them between appointments. Implement strict hand hygiene protocols, using hand sanitizer or washing hands thoroughly. Transport animals in clean, sanitized carriers, and use barriers like disposable liners. Regularly inspect and maintain the cleanliness of your vehicle to ensure no cross-contamination occurs. These practices help maintain a high standard of hygiene and safety for both pets and staff.

What are the best practices for managing client payments and financial transactions in a mobile veterinary setting?

In a mobile veterinary setting, managing client payments and financial transactions efficiently involves utilizing portable, secure payment systems. Equip your practice with mobile point-of-sale (POS) devices that accept credit/debit cards and contactless payments. Implement a reliable practice management software that integrates invoicing and payment processing, allowing for seamless transaction tracking and record-keeping. Offer clients the option to pay online through a secure portal before or after appointments. Ensure all financial data is encrypted and comply with PCI DSS standards to protect sensitive information. Regularly reconcile transactions to maintain financial accuracy and transparency.

What strategies can be employed to handle difficult or potentially dangerous situations when working in unfamiliar environments?

Handling difficult or potentially dangerous situations in unfamiliar environments requires thorough preparation and proactive strategies. Conduct a pre-visit assessment to understand the client's location and any potential risks. Carry a mobile phone and ensure a reliable means of communication is available at all times. Equip the mobile unit with essential safety gear, such as first aid kits and animal restraints. Establish clear protocols for staff to follow in case of emergencies, including having an exit plan. Additionally, maintain regular check-ins with the home office to ensure safety and immediate support if needed.

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