How to write. a vet report. Dr Megan Kelly. How to write a vet report Copyright. All rights reserved onlinepethealth.com 1

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1 How to write a vet report Dr Megan Kelly How to write a vet report Copyright. All rights reserved onlinepethealth.com 1

2 If you have read my blog on boosting your business through vet referrals, you will know that referrals depend on the strength of the relationships you establish with referring vets. To establish solid and trusting relationships, you need to communicate with vets regularly and well. We do this through the vet report. The vet report is your most authoritative, representative form of communication; it communicates facts about patients, and it communicates who you are and how you work. The vet report must be written; you can supplement with a phone call, but the written report is crucial. It will be ed, and must be printable; therefore, always on your letterhead, with your name, logo, practice name, address and website address clearly visible. In many practices, vets themselves do not open their s; the report will be opened and printed by a receptionist, and placed in the vet s inbox tray. Ensure it is properly formatted and looks professional. Nothing prevents you from phoning the vet where a discussion is required; we may need a vet s input for determining treatment. However, reserve telephone calls for urgent cases where the vet s contribution is crucial. If you do call, follow up the conversation with an ed report. What do referring vets want to know? Therapists are often unsure what to include in a vet report. There is so much we could tell them; goniometry angles, underwater treadmills speeds, inclines and duration, laser protocols and more. Vets don t want everything. They want the summarized version. Look at the report from the vet s perspective. The vet wants to know: who evaluated their patient what treatments were done the frequency of the treatments evidence of the patient s improvement, if any how long treatments are likely to last. How to write a vet report Copyright. All rights reserved onlinepethealth.com 2

3 Make sure these essentials are included in as concise a manner as possible. Bear in mind that in writing your vet report, you are engaged in several important business-related tasks: You re building a connection or nurturing an existing vet therapist relationship. You re keeping the vet informed about their patient and, in the case of phone conversations, asking for valuable input, where necessary. You re reminding the vet about your services and what you can do. Soon after reading your report, the vet may well see another case with the same condition. The well-written report will prompt the vet to refer the next case to you, especially if it shows evidence of your value. You re reinforcing the team concept; of vet, therapist and owner working together to achieve the best possible outcome for the pet. You re presenting yourself and your practice in a professional manner. My top tips for writing vet reports Keep it short. Keep to the point. Vets don t have time to read unimportant information. Offer to send a more in-depth report or to have a telephone discussion if required. Ensure the report is downloadable and printable. Ensure it displays your name, logo, practice name, address and website address. Show figures and measurements. For muscle mass measurements, give the amount by which the mass How to write a vet report Copyright. All rights reserved onlinepethealth.com 3

4 has increased; omit initial measurements as the vet has no normal to act as a reference. Always give the difference in muscle mass between the left and the right side as this indicates imbalance and justifies the need for treatments. For goniometry, give the degrees of improvement. For this measurement, give the goniometry on the initial consult and the normal, as this can be used as a point of reference. 6 Don t be repetitive. Consider using a template and adapting it for each case. This can save you time. Have one for the initial vet report and another for the ongoing vet report. How often should you send a vet report? The initial vet report should be sent within a week of seeing the patient. Thereafter send a report every two weeks, until the patient is on a maintenance program. At that stage, a report every month or two will suffice. Schedule an afternoon a week to do your vet reports. It s crucial work and must be built into your weekly routine. Vet reports not only fulfil an essential informative role, they nurture your professional relationships. They are worth putting time into, and making readable and impactful. If you feel you don t have the language skills, perhaps work on them! We re not talking perfection, but it s all about building a professional base for referrals, and that means excellent, to-the-point presentation. Go to the next pages for examples of how to write an initial vet report and an ongoing vet report. How to write a vet report Copyright. All rights reserved onlinepethealth.com 4

5 Initial Vet Report 8 Capstan Close Marina da Gama Tel: October 2017 Dear Dr Gray Re: Lucy du Toit, 12 yr-old female Maltese poodle Condition: Patella luxation, grade 3, left hind Date of initial consult: 12 October 2017 I hope you are keeping well. Lucy received a full rehabilitation evaluation and was treated at the initial consultation with acupuncture laser magnetic therapy and massage I will be treating Lucy twice a week for the next month. As of next week, I will be adding the underwater treadmill to her treatment plan. Thank you for the referral and please feel free to contact me if you have any questions regarding your patient s care. I will keep you updated as to how she is progressing. Kind regards Dr Megan Kelly BVSc DIPVET CCRP How to write a vet report Copyright. All rights reserved onlinepethealth.com 5

6 Ongoing Vet Report 8 Capstan Close Marina da Gama Tel: October 2017 Dear Dr Gray Re: Lucy du Toit, 12 yr-old female Maltese poodle Condition: Patella luxation, grade 3, left hind Date of initial consult: 12 October 2017 Number of consultations: 6 I hope you are keeping well. Lucy has been treated with Acupuncture Laser Magnetic therapy Therapeutic exercise and underwater treadmill She has shown improvements in muscle mass in both her hindlimbs. The left hindlimb: Increase 2cm The right hind: Increase 1cm Difference between the left and right hind limb muscle mass: Now 3cm She has shown great improvements in her mobility and is once again able to perform tasks such as jumping into and out of the car. I am very happy with the progress she is making and I am working with the owner on a long term home therapeutic exercise program to maintain her muscle strength. I will continue to treat Lucy for the next month on a weekly basis. Thank you for the referral and please feel free to contact me if you have any questions regarding your patient s care. Kind regards Dr Megan Kelly BVSc DIPVET CCRP How to write a vet report Copyright. All rights reserved onlinepethealth.com 6