Checklist template

Practice manager review for veterinary hospitals

A ready-to-use checklist with 109 items in 6 sections, covering Client experience, Medical records, Staffing, Inventory, Facility, Financial. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 109 Items
  • 81 Yes / No checks
  • 6 Scored ratings
  • 111 Points

Use this template How audits work

1. Client experience 18 items

  1. Client survey results for the last month have been shared with the team at a staff meeting Yes / No 1 pt
  2. Client satisfaction or net promoter score for the last period Number
  3. Every online review posted in the last 30 days has a reply from the hospital Yes / No 1 pt
  4. Client complaints are logged with the date, the patient and the resolution Yes / No 1 pt
  5. Each complaint logged in the last 30 days was answered within the time set by company policy Yes / No 1 pt
  6. Client complaints logged in the last 30 days Number
  7. Days until the next available wellness appointment Number
  8. Clients more than 3 months overdue for their annual exam were contacted in the last 30 days Yes / No 1 pt
  9. Appointments observed during the visit started within 15 minutes of the booked time Yes / No 1 pt
  10. Vaccine and annual exam reminders went out on the company schedule in the last 30 days Yes / No 1 pt
  11. Clients who missed an appointment last week were called to rebook Yes / No 1 pt
  12. A callback within 2 days of discharge is noted in the record of each surgery patient sampled Yes / No 1 pt
  13. Laboratory results received in the last 7 days have all been communicated to the client Yes / No 1 pt
  14. Patients who left with their next visit booked last month (%) Number
  15. New clients registered last month Number
  16. The website and online listings show the current opening hours Yes / No 1 pt
  17. Each family whose pet was euthanized last month received a sympathy card or call Yes / No 1 pt
  18. Client experience results for the period Rating
    • At or above target on every measure 5 pts
    • Below target on one measure 3 pts
    • Below target on several measures 1 pt

2. Medical records 20 items

  1. Abbreviations used in 10 records sampled from the last 30 days are all on the hospital's approved list Yes / No 1 pt
  2. The presenting complaint and history are written in each sampled record Yes / No 1 pt
  3. Weight, temperature, pulse and respiration are entered for each sampled exam Yes / No 1 pt
  4. An assessment or diagnosis follows the exam findings in each sampled record Yes / No 1 pt
  5. Prescribed drugs are entered with strength, dose, route and quantity dispensed Yes / No 1 pt
  6. The veterinarian who saw the patient is identified on each entry Yes / No 1 pt
  7. Sampled records were completed within 24 hours of the visit Yes / No 1 pt
  8. A signed consent is attached for each sampled anesthesia or surgery Yes / No 1 pt
  9. An anesthesia monitoring sheet is attached for each sampled surgical patient Yes / No 1 pt
  10. Laboratory and imaging results are marked as reviewed by a veterinarian Yes / No 1 pt
  11. Treatments declined by the client are noted as declined Yes / No 1 pt
  12. Phone conversations with clients are summarized in the record on the day of the call Yes / No 1 pt
  13. Vaccine entries show the manufacturer and the serial or lot number Yes / No 1 pt
  14. Rabies certificates were issued for the rabies vaccines sampled Yes / No 1 pt
  15. Records of deceased patients are flagged so reminders stop Yes / No 1 pt
  16. Requests to release records are filled only with the client's authorization on file Yes / No 1 pt
  17. The practice software reported a successful backup last night Yes / No 1 pt
  18. Date of the last test restore of the practice software backup Date
  19. Sampled records with at least one missing element Number
  20. Completeness of the sampled medical records Rating
    • All 10 complete 5 pts
    • 1 to 3 incomplete 3 pts
    • 4 or more incomplete 1 pt

3. Staffing 17 items

  1. The work schedule is posted at least 2 weeks ahead Yes / No 1 pt
  2. Today's roster meets the technician-to-veterinarian ratio set by company policy Yes / No 1 pt
  3. The license of each veterinarian on the roster is current and on file Yes / No 1 pt
  4. The credential of each registered or licensed technician is current and on file Yes / No 1 pt
  5. Relief veterinarian coverage is booked for scheduled absences in the next 30 days Yes / No 1 pt
  6. Open positions at the time of the review Number
  7. Employees who left in the last 12 months Number
  8. Overtime hours paid in the last pay period Number
  9. Each employee hired in the last 90 days has a completed onboarding checklist Yes / No 1 pt
  10. Every employee has had a performance review in the last 12 months Yes / No 1 pt
  11. Continuing education hours are tracked for each veterinarian and technician Yes / No 1 pt
  12. Notes of a full team meeting held in the last 30 days are on file Yes / No 1 pt
  13. A daily huddle reviews the surgery list and the hospitalized patients Yes / No 1 pt
  14. Time clock edits in the last pay period were approved by the practice manager Yes / No 1 pt
  15. Employees asked said they take their meal break on most shifts Yes / No 1 pt
  16. Employees asked could name who is in charge when the practice manager is absent Yes / No 1 pt
  17. Staffing level against the appointment schedule Rating
    • Fully staffed 5 pts
    • Short on some shifts 3 pts
    • Short on most shifts 1 pt

4. Inventory 17 items

  1. The inventory manager's monthly report (value, turns, write-offs) was reviewed with the practice manager Yes / No 1 pt
  2. Inventory value at the last month end was within the target set by company policy Yes / No 1 pt
  3. Inventory value at the last month end (dollars) Number
  4. Inventory turns over the last 12 months Number
  5. Distributor invoices are matched to received quantities before payment Yes / No 1 pt
  6. Purchases last month as a percentage of the purchasing budget (%) Number
  7. Cycle counts were done on the company schedule in the last 30 days Yes / No 1 pt
  8. Distributor credits for returns and short shipments appeared on the next statement Yes / No 1 pt
  9. Inventory shrink for the last quarter is within the target set by company policy Yes / No 1 pt
  10. Purchases made outside the distributor account (local pharmacy, online, petty cash) last month have a receipt and an approval Yes / No 1 pt
  11. Stock on hand of the 10 highest-value items is within the weeks of supply set by company policy Yes / No 1 pt
  12. Stock-outs reported by veterinarians in the last 30 days were reviewed with the inventory manager Yes / No 1 pt
  13. Markups set in the software for drugs and retail products follow the company markup policy Yes / No 1 pt
  14. Equipment purchases above the limit set by company policy were approved before ordering Yes / No 1 pt
  15. Manufacturer rebates and volume incentives earned last quarter were claimed Yes / No 1 pt
  16. Inventory shrink last quarter (dollars) Number
  17. Inventory control Rating
    • Counts match and stock is within targets 5 pts
    • Some variances or overstock 3 pts
    • Counts not done or large variances 1 pt

5. Facility 18 items

  1. Ceilings and walls show no water stains or active leaks Yes / No 1 pt
  2. The exterior sign is lit and no letters are out Yes / No 1 pt
  3. Every exterior door closes fully and locks Yes / No 1 pt
  4. Backup power for drug refrigerators and patient monitors was tested on its schedule, where the hospital has it Yes / No 1 pt
  5. Wards and the surgery suite are within the temperature range set by company policy Yes / No 1 pt
  6. The maintenance schedule lists each major piece of equipment with its last and next service date Yes / No 1 pt
  7. No equipment on the maintenance schedule is past its service date Yes / No 1 pt
  8. Open maintenance requests older than 30 days Number
  9. Furnace and air conditioning filters were changed on schedule Yes / No 1 pt
  10. The evacuation plan for staff and hospitalized patients is posted Yes / No 1 pt
  11. Emergency lighting came on when tested during the visit Yes / No 1 pt
  12. Fire extinguisher tags show an inspection within the last 12 months Yes / No 1 pt
  13. Findings of the last quarterly workplace safety inspection have been closed Yes / No 1 pt
  14. Biomedical waste and sharps were collected by the licensed hauler on schedule Yes / No 1 pt
  15. The pest control service report for the last visit is on file Yes / No 1 pt
  16. Daily cleaning checklists for the last 7 days are initialed Yes / No 1 pt
  17. The intrusion alarm is armed at closing according to the alarm log Yes / No 1 pt
  18. Condition of the building and equipment Rating
    • Clean and everything working 5 pts
    • Minor repairs outstanding 3 pts
    • Repairs affecting patients or clients 1 pt

6. Financial 19 items

  1. Revenue last month as a percentage of budget (%) Number
  2. Average client transaction last month (dollars) Number
  3. Invoices issued last month Number
  4. Payroll last month as a percentage of revenue (%) Number
  5. Accounts receivable older than 60 days (dollars) Number
  6. Statements were sent last month to every client with a balance owing Yes / No 1 pt
  7. The end-of-day report was reconciled to the card, cash and check totals on each of the last 7 days Yes / No 1 pt
  8. Bank deposits for the last 7 days match the end-of-day reports Yes / No 1 pt
  9. The cash drawer counted during the visit matched the amount expected by the software Yes / No 1 pt
  10. Credit balances on client accounts were refunded or applied last month Yes / No 1 pt
  11. Refunds issued last month were approved by the practice manager Yes / No 1 pt
  12. Accounts sent to collection in the last 90 days were approved by the practice manager Yes / No 1 pt
  13. Pet insurance claims paid directly to the hospital are followed up when unpaid after 30 days Yes / No 1 pt
  14. The fee schedule was reviewed in the last 12 months Yes / No 1 pt
  15. The monthly profit and loss statement was reviewed with the medical director Yes / No 1 pt
  16. Corrective actions from the previous practice review have been completed Yes / No 1 pt
  17. Name of the practice manager Short text
  18. Overall result of the practice review Rating
    • Every section on target 5 pts
    • One or two sections below target 4 pts
    • Several sections below target 2 pts
    • Most sections below target or a patient safety issue found 1 pt
  19. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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