Resource Page for Employees of DeZavala-Shavano Veterinary Clinic

Please note in the event of a change or addition to any of these documents, the original copy will NOT be kept on file or online due to the immense storage needed to do so. The Office Manager does, however, make an effort to keep a paper copy of significant changes made to the Policies and Procedures (Employee Handbook) and Benefit Programs Handbook. You may print out any of these documents as well as any subsequent changes or additions made thereto as you desire.

ALL EMPLOYEES –  Policies and Procedures Handbook

• Cover and Contents
• Introduction
• Employment
• Employment Status and Records
• Employee Benefit Programs
• Timekeeping/Payroll
• Work Conditions and Hours
• Leaves of Absence
• Employee Conduct and Disciplinary Action
• Appendix 1: Handling Conflicts with Clients and Others
• Appendix 2: Inclement Weather Policy
• Record of Receipt of Employee Handbook

Benefit Programs Handbook

• Cover and Contents
• Benefit Programs—updated January 2012

Group Insurance Documents (Full-Time Employees)

• Humana Medical Benefits–effective 8/1/14-7/31/15
• Humana Dental Benefits–effective 8/1/14-7/31/15
• Humana Medical Benefits–effective 8/1/13-7/31/14 (EXPIRED PLAN–for reference on prior claims only)
• Humana Dental Benefits–effective 8/1/13-7/31/14 (EXPIRED PLAN–for reference on prior claims only)
• Cafeteria Plan Summary–as of August 2012
• Creditable Coverage–as of August 2012

For more information on Creditable Coverage, please click on this link.

• Health Care Reform, Chip and Special Enrollment Notice–as of August 2012

Time-Keeping Forms

• After-Hours Kennels and Meds Log
• Time Clock Change Request
• Schedule Change Request Form

Staff Training Forms

• Staff Member Training Session Form

Other Staff Forms

• Authorization for Direct Deposits

Health and Safety Program

• Health and Safety Program Contents
• Hazard Communication Program
• Accident Prevention Program
• Job Hazard Assessment
• Emergency Action Plan
• Fire Prevention Plan
• Other Health and Safety Information
• Identified Hazardous Products
• Safety Data Sheets–see Health and Safety Program binder in break room for printed copies.
• Employee Training Program
• Health and Safety Training Employee Quiz
• Documentation of Health & Safety Training
• Employer Checklist for Hazard Communication Program
• Personal Protective Equipment and Fire Exit Locations

Health and Safety Program Forms

• Weekly Eyewash Inspections
• Quarterly Equipment Inspections
• Portable Fire Extinguisher Employee Training Log
• Health & Safety Meeting Notes
• Health and Safety Annual Checklist

Information Security Program

• Information Security Program
• Employee Confidentiality Agreement form
• Procedures for Protecting Sensitive Information

Doctor Invoice Coding

• Doctor Invoicing Codes and Guidelines
• Doctor Invoice Coding Exercises

CLIENT RELATIONS PERSONNEL –  Procedures Handbook

• Cover and Contents
• Introduction
• Client Communication and Scheduling Appointments
• Financial Aspects
• Record Review
• Other Client Service Areas
• Filing
• Pet Care Information
• Pet Adoption Policy
• Processing Coupons
• Miscellaneous
• Commonly Used Codes
• Final Notes
• Appendix 1–Morning and Afternoon Duties
• Appendix 2–What To Do When There Is Nothing To Do
• Rabies Flow Chart
• Deposit Reconciliation Troubleshooting
• Record of Receipt of Client Relations (Receptionist) Procedures Handbook

ANIMAL CARETAKER PERSONNEL –  Procedures Handbook

• Cover and Contents
• Introduction
• Kennel Duties Directly Affecting Pet
• Kennel and Other Clinic Maintenance Duties
• Checking Pets In and Out of Kennels
• Miscellaneous Duties and Information
• Personal Safety Precautions
• Appendix A–Morning and Afternoon Duties
• Appendix B–Commonly Used Codes
• Record of Receipt of Animal Caretaker (Kennel Person) Procedures Handbook

CLIENT FORMS

• New Client Form

• Pet Medical History Form
• Adoption Agreement Form
• Release Pet Ownership Form
• Medical History Obtain Form
• Medical History Release Form
• Vaccinations Handout
• Email Sign-Up Form

OFFICE FORMS

• Record Sheet
• Procedures Form (for doctors and VN’s)
• Office Supplies Order Form
• Cleaning Supplies Order Form
• Dog Ward (kennel reservations)–as of 12/4/14
• Cat Ward (kennel reservations)
• Boarding Sheet
• Clinic Fax Coversheet
• Clinic Technique Chart (for x-ray machine)
• Shavano Park/Helotes Stray Animal Form

MISCELLANEOUS FORMS

• After-Hour Kennel/Medication/On-Call Pay Scale
• Volunteer Form for Minor (Parent Consent Required)–updated January 2014
• Volunteer Form for Adult (age 18 and older)–updated January 2014

COMPUTER SYSTEM INFORMATION

• Proper Email and Internet Procedures
• Clinic Computer System Error Log

APPLICATION FORMS

• Employment Application
• Animal Caretaker (Kennel) Job Description
• Client Relations Job Description
• Veterinary Nurse Job Description