Rawesome Vets · Internal Staff Protocol
AWL Voucher — Checkout & Billing
Nursing Team
Billing
Reception
How it works: The client has already paid AWL for their voucher. AWL pays us the base desex fee. The client pays only for extras. Both billing steps must be done on the day of the procedure.
1. At Check-In (Before Surgery)
- Ask client for their AWL voucher — either their printed copy, or if they have it by email, print it at reception.
- Confirm the voucher matches the patient being admitted, then attach it to the patient's clipboard.
- Do not proceed with surgery if there is no voucher. We cannot invoice AWL without it and will not be paid. Reschedule the appointment.
2. At Checkout — Two Invoices to Raise
Client Invoice (OpenVPMS)
- Charge any extras only — the base desex is $0 to them
- Common extras:
- In-season / pregnant surcharge
- Cryptorchid (retained testicle)
- Dog heavier than stated on voucher
- Microchip
- Vaccination
- Any medications dispensed
- If no extras → $0 invoice (still finalise it)
AWL Invoice (OpenVPMS)
- Go to client account: Animal Welfare League NSW – Hawkesbury Branch
- Create a new patient under this account in the format:
[Patient full name] [Voucher number]
e.g. Tilly 6173
- Invoice that patient:
- Cat → AWL- Cat - Discounted Desexing - AWL Contribution — $150
- Dog → AWL- Dog - Discounted Desexing - AWL Contribution — $200
- Leave invoice open/unfinalised — Elise will batch these weekly
Do not skip the AWL billing step. If you are unable to complete it before end of shift, leave a note in OpenVPMS on the patient record flagging it for follow-up, addressed to Elise or Mei on their next working day.
3. AWL Charges (April 2026)
| Procedure | AWL Pays | Amount |
|---|
| Cat desex | AWL | $150 |
| Dog desex | AWL | $200 |
4. Batch Invoicing AWL (Elise — Weekly)
- Open the Animal Welfare League NSW – Hawkesbury Branch account in OpenVPMS.
- Scroll back through to the last invoiced date and check every AWL desex in that period has a patient and invoice created — confirm nothing has been missed.
- Confirm each patient record has the correct voucher number in the format [Patient full name] [Voucher number].
- Finalise the invoice and email directly to AWL via OpenVPMS: cadshawkesbury@awlnsw.com.au
Subject: Rawesome Vets – AWL Invoice [date range]
Handover period — first 3 invoices: Before sending, forward the draft invoice to Mei for a quick review. Once Mei confirms the format is correct, you can send directly without checking in.
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