Operational Services
Managing a veterinary practice is complex—you’re busy working in your practice, but when do you find time to work on your practice?
Achieve Your Veterinary Practice Goals with Expert Support
Did you know the VetCircle team can help you optimize and grow your clinic?
With 12+ years of experience in Canadian veterinary hospital operations, our Operations Team has successfully implemented full management and workflow improvements for over 71 veterinary hospitals.
If you’re a practice owner overwhelmed by daily operations, struggling to find time for strategic growth, or unsure of the next steps—we’re here to help!
Results-driven
Team Focused
Did you know you can hire the VetCircle Operations Team to help implement and get things done for your practice?
If you’re a practice owner caught up in daily operations instead of focusing on growth, we’re here to help! Our proven, systems-driven workflow will streamline your practice so you can work smarter, not harder.
A great first step? Set up an Practice Health Check-Up with our operations team to identify opportunities for improvement and set you on a customized path to success!
Practice Health Check-Up
Process
First, you (the Practice Owner) and your manager (if applicable) will have a 30 minute 1-on-1 discussion with our Operations Team to clarify your goals for the check-up. During this meeting you'll discuss your leadership structure, operational challenges, and long-term practice goals. During this meeting, you'll also schedule the on-site info collection date with us.
A VetCircle Operations team member will then visit your practice for a couple of hours to shadow appointments, and observe reception, treatment, surgery, along with your current day to day processes. We will also collect key information to support our review, including practice management system reports, your appointment schedule, HR documents, and any existing protocols and policies. We will also request your financial statements so we can review your practice’s financials and build a strategic plan tailored to your goals.
Once we’ve conducted our on-site visit, the VetCircle Operations Team will gather to review and evaluate your practice’s operations. We will then develop a presentation to go over our findings and diagnosis of the main challenges and priority needs for your practice, to meet your ownership goals.
At the final stage, we’ll meet with you to present our findings, highlight key opportunities, and outline what you need to do to achieve your goals from step 1.
This process highlights where your practice is healthy, where challenges are developing, and which issues are having the greatest impact on your time, team, and profitability. The Health Check gives you clear diagnostic insight so you can confidently set your priorities and decide what needs attention first. After the assessment, your Member Services team is always available through your membership to answer questions and help you plan how to implement the Operations Team’s recommendations step by step.
NEED MORE HANDS-ON SUPPORT?
If you would like help planning the work, ensuring everything is done properly, and having step-by-step guidance to implement the recommendations, you can hire our Operations Team as an add on service.
This is a hybrid service (mix of remote and on-site) where you and your practice manager remain fully involved in leading the change, and we guide you step by step through planning and implementation, providing structure, practical direction, and accountability so the improvements are executed properly and the issues are truly resolved. Service fees will vary based on the size and complexity of the issues identified, the time required to implement the changes, and the level of support and services needed to meet your goals.
Case Studies
Case 1 : From Solo to Team A Single DVM’s Transition to a Thriving Multi-DVM Practice
Key Points:
- No work-life balance
- Worked every open day
- Burnt out and overwhelmed by management and medicine
- Wanted to sell - but no buyers
Case 2 : Letting Go to Grow One Owner’s Path to Delegating Management in a Multi-DVM Practice
Challenges:
- Owner regained focus and energy
- Promoted and trained a practice manager, so management was no longer reliant on one person
- Clear roles and training = confident, efficient team
- Structured systems support sustainable growth
- Owner remains involved as Medical Director—without doing it all
Practice Health Check-Up Assessment Fee
- VetCircle Community Member: Included with membership*
- Non-Member: $1,800 + tax*
- *Note: In the event that flights and accommodations are required, a fee will be charged to cover associated costs.
In-Hospital Services
The VetCircle Operations Team can also provide specialized add on services tailored to your practice’s specific needs. These services are designed to alleviate time and stress from your plate by offering hands on support, practical solutions, and extra capacity when your team needs it most. Below are a few ways we can step in to help.
*Please note: Travel and accommodation fees may apply for practices located over 200km from our Toronto, ON office.
Custom Employee
Handbook
- Member Fee: $1,000 + HST
- Non-Member Fee: $1,389 + HST
includes:
- Customize an employee handbook for your practice
- Ensure compliance with ESA and veterinary college guidelines
- Include essential policies to set team expectations
- Address legal requirements and workplace standards
- Support a well-structured, legally compliant, and efficient work environment
Custom Health and Safety Handbook
- Member Fee: $1,000 + HST
- Non-Member Fee: $1,389 + HST
includes:
- Develop a customized Health and Safety Handbook for veterinary clinics
- Ensure compliance with provincial Occupational Health and Safety Act (OHSA)
- Align with your provincial veterinary college's regulations
- Provide guidance to follow correct health and safety protocols
- Create a safe, compliant hospital environment for staff and patients
Treatment Pricing Review and Recommendations
- Member Fee: $1,049 + HST
- Non-Member Fee: $1,349 + HST
includes:
- Analyze and compare your treatment/service pricing (excluding products)
- Review client demographics and historical pricing trends
- Benchmark pricing against local competitors and the provincial fee guide
- Identify gaps affecting competitiveness and profitability
- * +$800+HST if you want us to implement and change all of the approved new pricing into your Practice Management System
Dental Radiograph Positioning Training (Techniques and Troubleshooting)
- Member Fee: $849 + HST
- Non-Member Fee: $998 + HST
includes:
- Dental Radiograph Positioning Overview Presentation
- Review of dental canine and feline skull and dental anatomy and positioning techniques
- Hands-on practice using canine and feline skulls
- CE certificate provided
- Fees cover up to 4 RVTs, additional RVTs are subject to an extra fee. DVMs, ACAs, and other team members can attend at no additional charge.
VetCircle Veterinary Hospital Management Training Program (Canadian)
- Member Fee: $5,980 + HST
- Non-Member Fee: $7,689 + HST
includes:
- Private, one-on-one training, for Canadian Veterinary Owners and Managers with 1 on 1 coaching tailored to your practice
- Start anytime with a flexible schedule that fits busy clinic life
- Earn 9 hours of CE while building real leadership and management skills
- Practical step-by-step modules covering HR, operations, workflow, scheduling, onboarding, client relations, inventory and financial management.
- Weekly private lessons for accountability so you actually implement what you learn and see results!
Practice Health Check-Up
- Member Fee: $0
- Non-Member Fee: $1,800 + HST
includes:
- A "Wellness Exam" for your hospital to uncover hidden operational issues before they turn into bigger problems
- Clear diagnosis and priorities so you know exactly what to fix first and why
- Full review across HR, Workflows and Financials for a complete picture of practice health
- On-site observation and data collection including shadowing appointments, reviewing schedules and reports, and gathering key documents
- A findings presentation in 3 weeks, with practical recommendations and next-step options to help your clinic run more smoothly
Start Your Journey Today!
At VetCircle, we understand the unique challenges veterinary practices face. Our expert team creates custom solutions tailored to your needs, helping elevate your practice through personalized training and support.