Rawesome Vets · Internal Staff Protocol
Booking Specialist Ultrasound
Nursing Team
Vets
Medicine
Reception
Version 1.0 · May 2026 · For internal staff use
Our Ultrasound Specialist
Contact by email
Emma is on the road between clinics — email is the best way to reach her. Phone if urgent, but expect she may not answer during a scan.
1. When to Book
- Ultrasound is requested by the vet on duty — it is not a nurse or receptionist decision to refer
- Vet confirms the case needs ultrasound, then gives the nurse the clinical details to include in the booking email
- Do not contact Emma without a vet briefing you first
2. How to Book
- Draft an email to info@sonovet.com.au
- Include the following in the email (see template below)
- CC the vet on duty so they receive Emma's reply
- Once Emma confirms a date and time, book the appointment in OpenVPMS
- Call or text the client with the confirmed date, time, and any prep instructions Emma provides
Email template
Subject: Ultrasound referral — [Patient name] [Species/Breed]
Body:
- Patient: [Name], [species], [breed], [age/DOB], [sex/desexed status]
- Owner: [Client name], [phone number]
- Clinical summary: [Brief history — when the problem started, key findings, any bloodwork or imaging already done]
- Reason for referral: [What you're looking for — e.g. abdominal mass, suspected liver pathology, cardiac evaluation, pregnancy confirmation]
- Vet on the case: [Vet's name]
- Preferred timing: [Any urgency — e.g. "as soon as possible" or "within the next 2 weeks"]
3. Cost Estimate — Mandatory
Always use the OpenVPMS cost estimate template to quote the client — do not give a verbal estimate without it.
- Once you have a booking confirmed with Emma, generate the estimate in OpenVPMS before contacting the client
- Include: ultrasound consult fee, any sedation if required, report/imaging fee
- Walk the client through the estimate when you call to confirm — make sure they understand what's included
- Get verbal consent to proceed — note it on the file
4. On the Day
- Book the appointment slot in OpenVPMS using the ultrasound visit type — allow enough time for Emma plus patient prep
- Patient prep (fasting, hair clipping) — confirm with Emma in the booking confirmation email as requirements vary by scan type
- Emma brings her own equipment — ensure a clean, quiet consult room is available
- Have the patient's file open and any prior bloodwork or X-rays accessible before Emma arrives
- Stay available to assist — Emma may need a second pair of hands to hold the patient
5. After the Ultrasound
- Emma provides a written report — attach it to the patient file in OpenVPMS
- Vet reviews the report and contacts the client with findings — this is always a vet discharge (see Discharge Protocol)
- Finalise the invoice and ensure payment before the client leaves
Sign Off
Confirm you have read and understood this SOP.