Getting started with VetCheck – Tips to hit the ground running

Welcome! VetCheck is your client retention tool, helping you to offer an exceptional customer experience and a high quality of care.

With VetCheck, you can create and share engaging pactice-branded client communications, personalized pet reports, practice promotional pieces and online health assessments. VetCheck is easy to use and ensures your personalised, client communications reach and engage your clients to improve compliance and increase client satisfaction, while saving your time and growing your business.

VetCheck works best when everyone is on board. Whether you are a veterinarian, technician, nurse or receptionist, VetCheck supports you throughout the full clinical process to ensure your clients receive all the information they need. while saving you time.

This article will help you learn the basics, so you can start quickly.

Here’s what you’ll learn in this article:

1. How to access VetCheck
2. How to use the VetCheck dashboard
3. Finding your way around the VetCheck handouts, editing, sharing
4. Viewing anatomical diagrams
5. Sharing online forms
6. Sharing to groups for marketing purposes
7. How to implement

1. How to access VetCheck

VetCheck works best on the Chrome browser or any browser of a smartphone or tablet device. Simply load VetCheck onto your practice's digital devices. Create a username and password that your team can easily remember.

2. How to use the VetCheck dashboard

When you log in to VetCheck, you’ll land on the dashboard.

Navigate to

• Keyword search
• Shortcuts e.g. videos, pre-treatment, discharge instructions, anatomy etc

3. Finding your way around the VetCheck handouts, editing, sharing

Step 1: Choose and customise a template

Once you’ve chosen what kind of handout you’d like to share, you can share to an individual pet or multiple pet owners.

Step 2: Edit

Before sharing you may wish to edit the content permanently by selecting “edit” in the top right hand corner. You can use the toolbar to edit colour, size, fonts or even the header title or key search words using “Edit Preferences” on the right hand side of the screen.

Step 3: Share your client communication

Once you’re happy with your client communication, it’s time to share it. Click the “Share” button in the header. Add the first and last name of the pet owner and the email addresses you wish to share to. Then click “Share”. Your client will receive the alert in real time that they have received “important pet health information" from your practice, helping to reach up to a 99% pet owner open rate!

Add optional details such as the pet name, comments for client and special instructions.

Common applications:

• Consultation summaries
• Pre-surgery plan
• Post-surgery care
• Bandage care
• Elizabethan collar
• What to expect with desexing
• Desexing-discharge instructions
• Vaccination handouts
• Home care compliance such as how to brush your pet’s teeth, how to apply eye medication, how to administer insulin

4. Viewing anatomical diagrams

Step 1: Choose an anatomical diagram

Step 2: View with the customer on the desktop or tablet device to detail the procedure with the pet owner or share to the pet owner to review at home.

5. Sharing forms

VetCheck has a number of digital client and vet forms to help you improve practice efficiency, enhance patient data collection, and save you and your client's time.

Client forms such as new client forms, hospital admission, prescription refill forms can be shared to individual clients as an incompleted form, for completion on their mobile device.

Vet forms such as fecal analysis reports, vet examine reports and vaccination certificates can be completed first and then submitted to the client as a completed report.

All forms, once completed, are shared to the client and the veterinary practice and can be stored within the practice management system and form part of the patient history.

6. Sharing handouts to groups for marketing purposes

You may wish to share content or online health assessments to social media, newsletters, online appointment confirmations or SMSes. Sharing VetCheck educational links can highlight your services, build awareness around seasonal health matters, secure you as the go-to for pet health information and drive business back to the practice.

To do so:

• Locate the content you wish to promote
• Click on "share" in the top right corner
• Navigate to the bottom of the share modal to "Generate a Share Link"
• Paste this link into social media, newsletters, online appointment confirmations or SMSes

Common applications:

• Share the dental health assessment during dental health month and offer your existing and new clients a free online dental health assessment and drive proactive dental care
• Share mosquito control handout during mosquito season on social media to help educate pet owners on the importance of mosquito control in the prevention of heartworm
• Share the annual health check handout in your SMS reminders to educate pet owners on the importance of the vet visit and increase the uptake of annual visits
• Share your digital welcome pack to new clients within the online appointment confirmation message to show professionalism and help clients to know what to expect with their visit with you

VetCheck supporting education can increase the uptake of your services by up to 30%.

7. How to implement

The key is to start small.

Share with a small team who regularly work together. Choose a few handouts or online forms that are a must for each customer. They can be broken down to pre-visit and post-visit communications where nurses and reception are often responsible for pre-visit and vets are responsible for post-visit communications.

ARTICLE: Automate your Veterinary Client Communications

Pre-visit communications

Communication type	When to use	Why use
Welcome to our practice	New client booking or attach link to online booking confirmation message	Shows professionalism. Sets the expectation for payment and more. Adds value
New client form	New client booking or attach link to online booking confirmation message	Helps obtain a lot more information about the patient, parasiticides, vaccination history. Reduces paper forms.
What to expect with desexing and why it is important	Desexing booking	Sets out why desexing is important. Sets the expectations about fasting before surgery, risks when the pet is in heat and aftercare.
What to expect with a dental prophylaxis	Dental booking	Sets out why dental health is important. Sets the expectations about why a GA is important, that extractions may incur further charges and aftercare.
How to prepare your pet for surgery	Surgery booking	Sets the expectations about fasting, grooming before the day of surgery and aftercare.
Behaviour or allergy questionnaires	Behaviour or skin bookings	These consultations are notoriously long. By sharing online forms you can obtain a lot more patient history before the visit so the vet can keep on time and focus on the diagnostics and treatment plan.
Vaccination handouts	Vaccination booking	Sets out what to expect at the vaccination and the value of an examination as well. It also outlines potential adverse reactions to look out for after the vaccination.

Post-visit communications

Communication type	Why
Desexing-discharge instructions	Sets our expectations on how the pet may feel after a GA, when to offer food, and the importance of confinement.
Dental prophylaxis - discharge instructions	Sets our expectations on how the pet may feel after a GA, when to offer food and what type, what to expect with extractions. It can also be customised to add medications and revisit appointments.
Bandage care	Sets out the importance of keeping the bandage dry and clean. Informs the client on what to look out for and when there could be a problem.
Elizabethan collar	Sets out the importance of persisting with the collar and tips on how to get the pet accustomed to it. Informs the client of additional charges should surgery need to be repeated and the risks involved.
Pentosan course	Sets out what to expect in terms of the time committment required by the client and expected improvements.
Pet health summaries	Clients can only take in 40% of what we say verbally. By sharing simple pet health summaries after the vet visit, we can add so much value and ensure our clients have all the information they need to follow our recommendations and get the best pet health outcomes.
Client satisfaction surveys	Share every 6-12 months to clients to gain invaluable feedback on your services.

Re-assess

After a month of VetCheck, take a moment to assess how it performed.

• Did VetCheck enhance your team’s client communication?
• Was there less client confusion or complaints?
• Did client satisfaction increase?
• Did client compliance improve?
  

If the response is positive, the next step is to set up a staff meeting, present your findings and demonstrate the ease of VetCheck. Decide and agree as a team, which scenarios will receive a VetCheck health summary or handout.

Agree on responsibilities:

• Vet nurses are responsible for post surgery or treatment health summaries
• Reception staff are responsible for consultation health summaries
• Veterinarians to make note on PMS vet record as to other specific handouts or directions that should be shared

It takes less than 3 minutes to create a pet health summary, a small investment of time to increase pet owner engagement to up to 99%.