T11: Clinic procedures and correspondence Flashcards
Veterinary practices require staff to perform office duties including:
(3 main)
- Maintaining the daily monetary processes and clinic accounts
- Preparing and processing clinic correspondance
- Maintaining veterinary stocks and supplies
Accounts:
who creates the invoice?
- veterinarians when they return from field work, this is then sent out to large animal clients
- or before they clients leaves/collects the animal
- nurses may add things they have been instructed to or if the client purchases extra retail items
Payment of accounts:
what are the different ways a client may pay there bill?
should paymenys be recorded/why?
- Cash
- EFTPOS
- Credit card
- Cheque (or money order)
- Direct payment into bank account (BSB)
- Deferred payments/Payment plans
yes recorded. stops client getting a bill for what they have already paid
Receipts and tax invoices
-why might a client want to receive an itemised receipt?
- to see exactly what was paid for = less price queries
- GST (must be itemised). Some can claim on tax eg farmers
Monetary records (relating to money or currency) include:
- inventory systems
- other financial records on specialist veterinary practice software
- computerised bookkeeping
What are inventory financial records?
- include pricing of product and supplies
- when order is received price is updated
- wholesale price
- mark up
- retail price
Specialist software records
name some?
what do they record?
RxWorks, Cornterstone, Vetware, Visual Vetaid, Netvet, VPMS, MacVet
- Client and patient records
- Stock control (purchase and inventory)
- Word processing
- Data research and subsequent analysis for marketing purposes
- Mail merge (reminders, letters to clients)
- Desktop publishing (e.g. newsletters)
- Bookkeeping, practice management
- Email and Internet access
Computerised bookkeeping covers:
- Wage and/or salary records
- Petty cash
- Cash payments
- Cash receipts
- Sales
- GST tax credits and liabilities
A cheque listing should have the following information:
the drawer (the person in whose name the bank account is held)
the name of the bank where the drawer has their account
the branch or BSB number of the bank
the amount for which the cheque is drawn
What info is written on a deposit slip?
- date
- total number of cheques and their total value
- total cash (notes and coins)
What is correspondence?
written communication between people, in this case between the clinic you work at and the animal owners.
What should a business letter include
- company letter head and font
- date
- name & address of recipient
- greeting
- body of letter
- clear and logical
- correct style and tone to suit circumstances
- correct grammar and punctuation
- closing
- name and position of writer
What is an inventory?
- a detailed list of articles with the number, quantity and value of each.
- It is important to maintain an accurate inventory of the veterinary supplies and medicines at your clinic so you know how many items you need to order, how many you have remaining in stock and an accurate price of each product.
What things do you need to consider when placing an order?
-drug related
- amount
- concentration or strength
- which distributor you are ordering from
- any special supplies requests
- if anything has been overlooked (eg prescrip diets, waiting room merch)
What should you do when unpacking an order?
- remove and put away any refrigerated items
- put away S8’s
- check order against delivery docket
- make sure all items are accounted for
- check date on all items
- check for damage
- check for correct quantity/strength/number of containers/brand
- have prices changed?
