{"id":21905,"date":"2022-06-01T00:00:41","date_gmt":"2022-06-01T00:00:41","guid":{"rendered":"https:\/\/todaysveterinarybusiness.com\/?p=21905"},"modified":"2022-07-14T22:54:34","modified_gmt":"2022-07-14T22:54:34","slug":"summer-time-staffing-0622","status":"publish","type":"post","link":"https:\/\/navc.sitepreview.app\/todaysveterinarybusiness.com\/summer-time-staffing-0622\/","title":{"rendered":"Crunch Time"},"content":{"rendered":"<p style=\"font-weight: 400;\">Each June, my family and I pack up the minivan and head to the beach. I look forward to our vacation for months, as there\u2019s nothing like the hot sun, lapping waves and a poolside cocktail to melt away stress and restore my inner peace. Then, I return home with new family memories and a brighter outlook on life.<\/p>\n<p style=\"font-weight: 400;\">Missing our annual vacation in 2020 was one of the most crushing aspects of the pandemic for us. It was the rotten cherry on top of a crappy year. Thankfully, we headed back in 2021, when COVID-19 concerns were less intense, and we plan to go this year.<\/p>\n<p style=\"font-weight: 400;\">Many people, your team members likely included, missed out on vacations during the pandemic. This year, however, your team is more than ready for a hard-earned trip. But are you prepared to handle the onslaught of PTO requests?<\/p>\n<p style=\"font-weight: 400;\">Put these best practices in place to ease the effects of your employees\u2019 time away.<\/p>\n<h3>Be Proactive<\/h3>\n<p style=\"font-weight: 400;\">Summer vacation requests can sneak up on practice owners and managers, especially given the current busyness, so surviving the season without gaping holes in your workforce requires preemptive planning. Cindy Trice, DVM, the founder and CEO of Relief Rover, expects relief veterinarians and veterinary technicians to schedule assignments early and often this year.<\/p>\n<p style=\"font-weight: 400;\">\u201cRelief vets never have a problem being booked up in this market, summer vacation or not,\u201d Dr. Trice said. \u201cMany relief vets are booking out three to six months in advance. People are tired of being cooped up by COVID. Everyone\u2019s ready for their vacation.\u201d<\/p>\n<p style=\"font-weight: 400;\">Whether or not you expect to use relief help, encourage your team to submit time-off requests as early as possible so that you have time to determine how to cover their absences.<\/p>\n<h3>Establish a Formal Policy<\/h3>\n<p style=\"font-weight: 400;\">While letting team members figure out the vacation schedule on their own can be tempting, such a strategy can fall apart if disputes occur over prime weeks. A written paid-time-off policy is a must and should include:<\/p>\n<ul>\n<li style=\"font-weight: 400;\">How team members will submit a request. A verbal request can easily be forgotten, so wishes should be submitted on paper or digitally.<\/li>\n<li style=\"font-weight: 400;\">How far in advance requests must be submitted. One presented two weeks out will leave you scrambling to cover open shifts, so consider the appropriate notice period in your practice.<\/li>\n<li style=\"font-weight: 400;\">How concurrent requests will be handled. Small practices likely can\u2019t approve three requests for the same week, so decide how you will handle those situations. Many practices have a first-come, first-served policy.<\/li>\n<li style=\"font-weight: 400;\">What happens to unused vacation time. Consider whether you will pay team members at the end of the year for their remaining PTO or whether it rolls over to the following year.<\/li>\n<\/ul>\n<h3>Simplify the Process<\/h3>\n<p style=\"font-weight: 400;\">Software and apps can make scheduling and vacation requests easier for practices of all sizes. For example, at Alpine Animal Hospital in Pocatello, Idaho, hospital administrator Sydni Southwick uses Homebase, an app designed to handle scheduling, payroll and other human resource tasks.<\/p>\n<p style=\"font-weight: 400;\">\u201cAny time anyone needs time off, they can go into Homebase and request it,\u201d Southwick said. \u201cWe approve it through the app so that they know, and then they are responsible for putting it on the practice management schedule so that everyone knows who is going to be out.\u201d<\/p>\n<p style=\"font-weight: 400;\">Larger practices might need a more robust system to handle time-off requests. With more than 30 emergency and specialty hospitals from coast to coast, MedVet uses Dayforce HCM software by Ceridian.<\/p>\n<p style=\"font-weight: 400;\">\u201c[Team members] go into their portal and submit a request,\u201d said Joe DeFulio, CVT, MedVet\u2019s vice president of clinical services. \u201cThe request gets emailed to their manager, who is responsible for approving or denying the request.\u201d<\/p>\n<h3>Fill Open Shifts Better<\/h3>\n<p style=\"font-weight: 400;\">Every team member deserves time off, but that doesn\u2019t change the fact that absences leave gaps in work schedules. So, have a plan for covering vacant shifts without expecting the remaining team members to spread themselves thinner.<\/p>\n<p style=\"font-weight: 400;\">\u201cI worked at a six-doctor practice,\u201d Dr. Trice said. \u201cWhen we would take our vacations, the doctors who were still working would see the same number of patients as if we were fully staffed. With that many doctors, it felt like someone was always gone. We were always catching up.\u201d<\/p>\n<p style=\"font-weight: 400;\">Strategies for covering summer vacations might include:<\/p>\n<ul>\n<li style=\"font-weight: 400;\"><strong>Use relief help:<\/strong> Unless your doctors want to work extra hours, every hospital needs a <a href=\"https:\/\/todaysveterinarybusiness.com\/multitalented-relief-veterinarian\/\">relief vet<\/a>, Dr. Trice said. \u201cIt doesn\u2019t matter how many veterinarians you have on staff, because those vets who are working a full schedule need a break,\u201d she said. \u201cRelief vets are well worth the cost to maintain the sanity of your associates.\u201d<\/li>\n<li style=\"font-weight: 400;\"><strong>Offer additional shifts:<\/strong> Part-time team members looking for extra vacation money might want to work extra hours. With creative scheduling and advance notice, even full-time team members can sign up for additional shifts. Alpine Animal Hospital shifted to a four-day workweek, making covering time off easier. \u201cOur whole staff has a day off during the week,\u201d Southwick said. \u201cSo, a lot of people are willing to pick up extra shifts. It\u2019s pretty easy to maintain the same capacity and not have to turn people away.\u201d<\/li>\n<li style=\"font-weight: 400;\"><strong>Hire seasonal help:<\/strong> MedVet\u2019s original Columbus, Ohio, location is near the Ohio State University College of Veterinary Medicine and Columbus State Community College, which has a veterinary technician program. \u201cMany vet students are eager to get into the clinic over the summer and get more experience,\u201d DeFulio said.<\/li>\n<\/ul>\n<p style=\"font-weight: 400;\">\u201cI would say the same is true for <a href=\"https:\/\/todaysveterinarynurse.com\">vet tech students<\/a>.\u201d Even if you don\u2019t have a large student pool nearby, part-time employees of other veterinary practices might want extra hours over the summer.<\/p>\n<h3>Build a Relief Pool<\/h3>\n<p style=\"font-weight: 400;\">Instead of waiting until your team submits vacation requests, build relationships with relief veterinarians and technicians well ahead of time.<\/p>\n<p style=\"font-weight: 400;\">\u201cMaybe you don\u2019t have any dates on your calendar yet, but get to know [relief staff] and have them come in for a day of work, even if you don\u2019t need it,\u201d Dr. Trice said. \u201cThey are far more likely to say yes if they\u2019ve worked for your practice and like the team and the culture. When you have that vacation, you\u2019ve got a pool of people to draw on.\u201d<\/p>\n<h3>Respect Everyone\u2019s Time Off<\/h3>\n<p style=\"font-weight: 400;\">No one wants to deal with work-related calls, texts and emails during vacation, so refrain from contacting your team members when they\u2019re off, even if they are enjoying a staycation. Employees who fully enjoy their time away return refreshed and relaxed.<\/p>\n<p style=\"font-weight: 400;\">\u201cCOVID had a substantial impact on well-being across the profession,\u201d DeFulio said. \u201cWe all need time to truly disconnect from the hospital and enjoy our time away. So, not reaching out to those who are out is super important.\u201d<\/p>\n<p style=\"font-weight: 400;\">While figuring out what works best for your practice, don\u2019t forget to plan your own hard-earned vacation. You deserve time to recharge, too.<\/p>\n<hr \/>\n<h3><span style=\"color: #008000;\">SUMMERTIME CLIENT COMMUNICATION<\/span><\/h3>\n<p style=\"font-weight: 400;\">The summer months present endless opportunities to educate pet owners about safety and health issues. But with team members on vacation, you might have little time to implement a promotion calendar. No problem! Use this guide to summer promotions to make communications more efficient.<\/p>\n<p style=\"font-weight: 400;\"><strong>JUNE<\/strong><\/p>\n<p style=\"font-weight: 400;\">As summer ramps up, so do pet parasites, making June\u00a0the perfect time to promote flea, tick and heartworm prevention. Share parasite education and prevention\u00a0tips through your social media channels, blog posts\u00a0and e-newsletter.<\/p>\n<p style=\"font-weight: 400;\"><strong>Time-saving tip:<\/strong> Schedule promotional emails and texts well in advance so that timely material isn\u2019t forgotten on busy days at the practice.<\/p>\n<p style=\"font-weight: 400;\"><strong>Also:<\/strong> With July Fourth around the corner, June is the time to educate clients about fireworks safety, noise aversion and the importance of microchipping.<\/p>\n<p style=\"font-weight: 400;\"><strong>JULY<\/strong><\/p>\n<p style=\"font-weight: 400;\">As temperatures rise, so does the risk of heat-related illnesses. Make clients aware of the dangers of heat exhaustion and heatstroke, especially for susceptible\u00a0pets such as brachycephalic breeds, obese pets and\u00a0elderly animals.<\/p>\n<p style=\"font-weight: 400;\"><strong>Time-saving tip:<\/strong> You might not need to create new content around those topics. Post a short message about them on social media and link to previous blog posts.<\/p>\n<p style=\"font-weight: 400;\"><strong>Also:<\/strong> Since July is prime vacation time, send texts or\u00a0emails to clients to remind them to book their pet\u2019s boarding spot early.<\/p>\n<p style=\"font-weight: 400;\"><strong>AUGUST<\/strong><\/p>\n<p style=\"font-weight: 400;\">With back-to-school promotions front and center, focus your August client communications on education \u2014 think puppy training, socialization and fun pet facts. If you\u00a0offer grooming services, consider a back-to-school makeover session.<\/p>\n<p style=\"font-weight: 400;\"><strong>Time-saving tip:<\/strong> Since the summer months are so busy, offer a discount for clients who forward-book non-urgent procedures, such as dental cleanings and spay and neuter surgeries, for the slower fall months.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Your team members are ready for their summer vacations.<\/p>\n","protected":false},"author":23,"featured_media":21906,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"iawp_total_views":0,"footnotes":""},"categories":[361],"tags":[],"class_list":["post-21905","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-june-july-2022","clinical_topics-practice-management"],"acf":{"hide_sidebar":false,"hide_sidebar_ad":false,"hide_all_ads":false},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.7 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Crunch Time | Today&#039;s Veterinary Business<\/title>\n<meta name=\"description\" content=\"Employees who fully enjoy their time away return refreshed and relaxed. 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