Rawesome Vets · Internal Staff Protocol

Surgical Admission

Nursing Team
Reception Surgery

Version 1.0 · May 2026 · For internal staff use

This SOP is for surgical admissions only. Consultation check-ins have a separate process — see the Patient Check-In SOP.

1. Who Admits — Nurse vs Vet

Most surgical admissions are handled by a nurse. A vet should admit when the case is more complex, unexpected, or when the admitting vet differs from the one who booked the surgery.

Nurse admitsVet should admit
Routine desexing A different vet is performing the surgery from the one who did the consultation
Routine dentals — scale and polish that is already booked in, or recently seen by the vet who booked it Unexpected or difficult-to-quote situations (e.g. cryptorchid castration)
General surgeries booked one to two days prior Extensive or major surgery (e.g. full mouth extraction)
Lumps — always confirm with the vet which lump and what the plan is before proceeding

2. Weigh the Patient

All dogs must be weighed before admission — even if they were in recently. Weight is used for anaesthetic calculations and must be current for the day of surgery.

Record the weight in OpenVPMS before printing the consent form.

3. Check & Complete Details in OpenVPMS

Before printing the consent form, open the patient's file and make sure all fields are as complete as possible. The surgical consent form is a legal document — incomplete records undermine it.

Patient details — check all of the following:

  • Microchip number — present and correct
  • Date of birth / age
  • Sex and desexed status
  • Colour
  • Breed
  • Current weight (just recorded)

Client details — check all of the following:

  • Mobile number
  • Email address
  • Home address

Fill in anything missing before printing. Ask the client if needed.

Once all details are complete, check the patient in via the Check In window in OpenVPMS. The consent form is printed from this window.

  1. Print the surgical consent form from the Check In window in OpenVPMS.
  2. Ask the client to check their details on the printed form. If anything is incorrect, get them to write the correction on the form — then update OpenVPMS immediately so it matches. Do not leave it to fix later.
  3. Confirm who the primary contact is for the day and write it on the form.
  4. Write down what the patient is in for — for example: desexing, microchip, vaccination — and the estimated price for the procedure.
All consents must be signed with a reasonable approximate cost stated. Do not leave the cost field blank. If you are unsure of the estimate, ask the vet before proceeding.
  1. Go through the consent form questions with the client one by one, marking off each as you go.
  2. This form must be completed with a pen — not typed or initialled after the fact.
  3. Before the client signs, ask them to review the completed form. Point out clearly where they need to sign.

5. Procedure & Aftercare Briefing

Before the client leaves, give them a brief overview of what to expect. They don't need a lot — just enough to feel informed and know what to watch for.

  1. Briefly explain what the procedure involves in plain language.
  2. Give a short summary of aftercare — what to expect when they get home, any restrictions, and what to watch for.
  3. Let them know we will call once the patient is finished and awake.
  4. Ask them to call us after 4pm if they haven't heard from us.
  5. Give them the pickup window for their day:
    • Monday: 5:00pm – 7:00pm
    • Tuesday – Friday: 3:30pm – 5:30pm

6. Payment

All payment must be completed by discharge. Confirm the payment method at admission so there are no surprises at the end of the day.

Payment typeWhat to do at admission
Standard (card / cash)No action needed — payment taken at discharge
Insurance — gap onlyConfirm at admission so the gap-only process can be organised during the day, not at the last minute
VetPayAdvise client there is an administrative fee — this must be added to the invoice
Zip PayAdvise client ahead of time so they can have their account ready
No patient is discharged if payment cannot be made in full. Alert management immediately if a client indicates they cannot pay at discharge.

7. Special Admissions

AWL Voucher

Animal Welfare League NSW — Hawkesbury Branch

We must have the voucher before proceeding. We cannot invoice AWL without it and will not be paid.

If the client doesn't have the physical copy: ask them to email it to clinic@rawesomevets.com.au so we can print it. If they can't locate theirs, we may be able to find our copy — AWL sends a copy to the owner and a copy to us. Try to locate it before rescheduling.

If no voucher can be produced in any form — do not proceed. Reschedule the appointment.

The client pays extras only. AWL pays the base desex fee. See the AWL Voucher Checkout & Billing SOP for the full invoicing process.

NDN Voucher

National Desexing Network — Public Discounted Desexing Program

Clients apply through the NDN website and arrive with a voucher showing the amount they are paying. Collect the voucher at admission and note the amount on the file. Follow normal checkout process — the client pays the NDN rate directly to us.

Surcharges — Voucher Desexings

AWL & NDN — Extras Not Covered by Voucher

Go through all potential surcharges with the client at admission. The voucher covers the base desex fee only — all extras are the client's responsibility.

Common surcharges to discuss:

  • Female spey — in-season surcharge
  • Female spey — pregnant surcharge
  • Cryptorchid — retained testicle surcharge
  • Weight surcharge (dog heavier than stated)
  • Microchip, vaccination, or any medications dispensed

The client must understand and agree to these before the procedure begins. Note on the consent form.

Rescue & Welfare Organisations

Account Holders — No payment on the day

Rescues and welfare organisations are account holders. They do not pay at discharge — we invoice them directly. At admission:

  • Confirm the organisation name and note it on the file
  • If a foster carer is dropping off, get their name and contact number
  • Confirm who is picking up the patient and when

Rescue organisers are usually proactive — most will be in contact throughout the day. Notify the vet and practice manager so the invoice is directed to the correct account.

8. Board & Kennels

  1. Once admitted, add the patient to the treatment board:
    • Full patient name
    • All procedures to be performed — including extras like nails if applicable
    • Current weight
  2. Keep the clipboard with the patient at all times — it travels with them through prep, surgery, and recovery.
  3. Place the patient in an indoor kennel in readiness for their procedure.

Sign Off

Confirm you have read and understood this SOP.

← Patient Check-In Next: Discharge Protocol →
⇧