STAF126-1207 : Equine Office Procedures

INSTRUCTOR:
Deborah Reeder, BA, AS, RVT

DATES:
December 5-December 28, 2007
Real Time Sessions: Tuesday evenings, December 11 and 18; 9pm-10:30pm ET (USA)

COURSE DESCRIPTION: There are differences in Office Management and Receptionist responsibilities in an Equine Practice. During this course we will discuss the unique challenges in managing an equine office, in the reception area, making appointments and in accounting. And often times all those roles are handled by one person, so this course is also designed to help the equine technician and assistant. We will become familiar with the various forms, inventory, export and import requirements, bio-security measures, admission, discharge, and scheduling, as well as the different people you will be communicating with such as agents, trainers, multiple owners, buyers and referring veterinarians.

This course for front desk personnel, technicians and assistants, and office managers in an equine practice will go over the unique needs of an equine practice, the various types of equine practices, and the office procedures, inventory management, accounting, forms, and the scheduling of equine medical procedures. Deborah Reeder is a registered veterinary technician and has managed and consulted with equine practices for the past 15years. She started her consulting business "Pegasus Consulting" after seeing the need to bring more management tools, practical systems, education and support to the equine practice, having managed and helped to start several practices from the ground floor.

NOTE: This course requires the knowledge acquired in a basic receptionist course and at least one of the two modules Front Desk Staff (VSPN CE) is preferred; a management course may also be used for the prerequisite.

Upon completion of this course, the participant should be familiar with

• the various types of equine practices and their unique needs.
• laboratory forms and export and import requirements for the equine practice.
• scheduling of equine procedures and how to work in an ambulatory or racing/show environment.
• inventory procedures and the stocking of trucks and treatment rooms.
• the various types of communication skills needed to deal with trainers, agents, sellers, buyers, multiple owners, single new owners, referring veterinarians, export and import agents, insurance companies, specialists, farriers and equine dentists.
• the differences in an equine practice such as budget, pricing, costs and how to handle client accounts.
• data entry, invoicing, estimates and statements.
• how to keep an equine practice or office running smoothly amid all the variables that can be found.

TEXTBOOK: There is one (1) required textbook for this course:
Required Text:
Heinke, M. L., (2001). Practice Made Perfect. A Guide to Veterinary Practice Management. AAHA Press ISBN: 1-58326-013-7. Available from most retail book stores.
Recommended Text:
Coumbe, K. M. (2001). The Equine Veterinary Nursing Manual. Blackwell Publishing Company ISBN: 0-632-05727-0. Available from the VIN store at: https://store.vin.com/custom/edit.asp?p=82214

COURSE OUTLINE:

Week 1: Understanding the various types of equine practices, the clientele, the people you will deal with, and the overall management of the office.
During this session we will discuss the various types of practices, the skills and knowledge needs of the office manager, technicians and assistants, and receptionists, as well as discuss the various clienteles they will be dealing with. We will discuss scheduling, admissions, discharge, and collections.

Week 2: Forms, Regulations, Inventory, Accounting, Office Procedures
During this session we will review forms, regulations, pricing procedures, budgets, inventory control, including stocking trucks and satellites and general office procedures.

LIBRARY MATERIALS: Library materials will be made available prior to the topic week so participants will have plenty of time to prepare for the real time sessions and discussion.

MESSAGE BOARD DISCUSSIONS: Message board discussions regarding the topic presented will begin on the day the course opens and continue for one week following the last real time session. These discussions will be held in the VSPN CE course area.

CE HOURS: 3

TUITION:
$56 ($50.00 early bird special if registered before November 27, 2007).
* STAF110: Exceptional Client Skills for Front Desk Staff, Module 1 is the preferred PREREQUISTE for this course. STAF111: Challenges Facing Front Office Staff Module 2 can also be applied.
* Students currently enrolled in and taking at least 2 classes or 5 units at an AVMA accredited or CAAHT approved Veterinary Technician Program may be eligible to receive a 50% discount off the regular rate for this course (upon verification of student status). You must include the following information in the comments section of the CE enrollment form in order to be eligible for this discount: your program director's name and contact information (email/phone) and school name.

** NOTE: Registration will be closed when the maximum number of participants is reached or at 5pm ET the day of the first real time session.

** Minimal computer requirements for participating in VSPN and VPSNCE

** Click on "How To's of Online CE" and "Polices & Procedures" for more on how our online CE works

TO REGISTER:

1. Each person must individually be a registered member of VSPN (www.vspn.org). Membership in VSPN is free.
2. To enroll in any VSPN CE course click on the ENROLL NOW link below the course title on the right side of the page at www.vspn.org/CE
3. Each enrollee must be able to receive emails from @vspn.org and @vin.com addresses. This is our major form of communication with participants. It is highly recommended that course participants use their own, personal emails rather than clinic/hospital email addresses.
4. VIN Member veterinarians SHOULD NOT register for their staff. Please have the staff member register through VSPN. Please email VSPNCE@vspn.org if you have questions.

Note: "This course has been submitted for approval for 4.5 hours of continuing education credit in jurisdictions which recognize AAVSB RACE approval; however participants should be aware that some boards have limitations on the number of hours accepted in certain categories and/or restrictions on certain methods of delivery of continuing education. Call VSPN CE at 1-800-700-4636 for further information." (Attendees are encouraged to check with their licensing jurisdiction(s) for information regarding recognition by their board).
This course has also been approved for continual education units toward CVPM requirements by the VHMA.

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COURSE WITHDRAWAL AND REFUND POLICY: Withdrawal prior to the listed start date of a course entitles the registrant to a complete refund or a credit toward a future VSPN or VIN CE course, whichever is preferred. Withdrawal within 1 week after the listed start date (i.e. including no more than one real-time session) entitles the registrant to a credit toward any future VIN CE course. (Does not apply to courses with only one real-time session.) After the first real-time session, a registrant may withdraw due to special circumstances and receive prorated credit towards a future VIN course. These requests will be handled on an individual basis. The amount of the prorated credit will be determined based on 65% of the time remaining in the course at the time of withdrawal. It is not possible to withdraw retroactively.
Note: To ensure rapid handling of your request for withdrawal, we recommend that you call the VIN office at 1-800-700-INFO (4636).

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** For More Information on VSPN's upcoming CE Courses, check out http://www.VSPN.org/CE

Nanette R. Walker Smith, M.Ed., RVT, CVT, LVT
VSPN Content Director & CE Coordinator
VSPNCE@vspn.org
1-800-846-0028 or 1-530-297-4950, ext 187

Ginger Sanders (Ginger@vspn.org), ext 183
Charlotte Waack (Charlotte@vspn.org), ext 193 VSPN CE Services
1-800-846-0028 or 1-530-297-4950

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