Rawesome Vets · Internal Staff Protocol

Litter Vaccination Bookings

Nursing Team
Reception Medicine

Version 1.0 · May 2026 · For internal staff use

Vaccination Schedules

SpeciesVisit 1Visit 2Visit 3Annual booster
Dogs 8 weeks 12 weeks — 15–18 months
Cats 8 weeks 12 weeks 16 weeks 15–18 months
Selling point — dogs

Dogs finish their puppy vaccinations at 12 weeks — two visits only. This means puppies can safely socialise and get out into the world earlier than the traditional three-visit schedule. Use this as a positive when talking to breeders and new owners.

1. Taking the Booking

When a breeder or owner calls to book litter vaccinations:

  1. Ask: species, number in the litter, and date of birth of the youngest
  2. Calculate the date for the first appointment based on the 8-week mark
  3. Ask: is this one appointment for the whole litter together, or separate visits? (Most breeders bring all pups at once — book accordingly)
  4. Book all appointments at once for each animal — do not leave the second and third visits to chance
  5. Allow 15 minutes per animal — for a litter of 5 pups, block 75 minutes minimum. Check with the vet on duty before confirming large litters
  6. Ask: will any animals be getting microchipped at their first visit? (Many breeders already microchip before sale — confirm before assuming)

2. Setting Up in OpenVPMS

  1. Create a new patient file for each animal individually — even if they share the same owner
  2. Name format: [Owner surname]'s Puppy/Kitten 1, 2, 3 — or use individual names if the breeder has named them
  3. Enter: species, breed, date of birth, sex (if known), microchip number (if already done)
  4. Link all animals to the same client/owner file
  5. Book all visits in OpenVPMS — first visit and follow-up appointments
  6. Add a note to each file: "Litter vaccination — see siblings on file"

3. At the Appointment

  1. Weigh every animal at every visit — record in OpenVPMS
  2. Brief health check before vaccination — report any concerns to the vet before proceeding
  3. Vet administers vaccine and records batch number and site in the patient notes
  4. Print or hand-write the vaccination card for each animal — one card per animal (not one for the whole litter)
  5. Record the next due date on the card and in OpenVPMS reminders
  6. Remind the breeder/owner of the next appointment date — they already have it booked, but confirm verbally

4. Microchip Paperwork

Microchips must be registered on the NSW Pet Registry within 28 days of implant. Most breeders handle this — but confirm with them and add a note to the file.
  • If we are microchipping at the vaccination visit, complete the microchip form at the time
  • Add the chip number to the patient file in OpenVPMS immediately
  • Give the breeder the registration information for NSW Pet Registry: nswpetregistry.com.au
  • Council registration is also required — advise the owner/breeder to contact their local council
  • If the animal already has a chip but it's not registered to the current owner, advise them to update the registry themselves

5. Vaccination Cards

  • One card per animal — not one card for the whole litter
  • Include: animal's name, species/breed, date of birth, chip number
  • For each vaccine: date given, product name, batch number, next due date
  • Vet signs or initials each entry
  • Hand card to owner at the end of the appointment — do not give out incomplete cards

6. Setting the Annual Booster Reminder

  • After the final kitten/puppy vaccination, set a reminder in OpenVPMS for the annual booster
  • Booster due: 15–18 months from date of birth
  • Add a note to the vaccine card and advise the owner

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