Exam Deposits are required for certain unique situations.  We are a very busy large practice, and when clients do not show for their appointments or cancel with less than 24 hours of notice, this creates large gaps in our day that can not be filled easily. This effects our other clients abilities to be seen promptly as they are forced to be seen as a Urgent Care Visit when they may have been able to fill an appointment spot that was expected to show.  To accommodate as many clients and their pets as can we have established policies to help reduce the most common now show visits.  No Show or Short Notice Cancelations are almost predictable for some situations.  Below outlines those situations we require a non-refundable exam deposit for to confirm an appointment time.  

It is imperative to meet the needs of all our clients, and help us see them in the most timely way possible that all clients respect their appointment times as much as possible.  When clients are even 5 minutes late that has an impact on the rest of the day as our appointment schedule is set in 15 minute check in blocks.   

New Client Booking Fee 

To accommodate as many clients and their pets as possible, we have established policies to help reduce the most common missed visits. A large percentage of our No-Show appointments are from New Clients to our practice that have yet to establish a Veterinary Client Patient Relationship (VCPR) with us. 

To solidify a clients commitment to honor their scheduled appointment and minimize the chances of a New Client not showing for their appointment time, we require a Non-Refundable Exam Booking Fee and a Completed Client Registration Form to be submitted to make the initial appointment. 

The Booking Fee will be credited toward the services provided at the time of that first appointment. If the appointment is cancelled at any time or you fail to show up for the appointment the Booking Fee is non-refundable.  After that first visit is kept, and the VCPR  will then be established and normal appointment privileges will apply.

Multiple Pet Appointment Policy

Dedicating large amounts of appointment time to one single client, to accommodate for multiple pets, creates large blocks of unfilled time when that client does not show for the appointment time, or abruptly cancels the appointment.  As we are dedicating large stretches of time for that client, we hope they understand that commitment, and honor their appointment time. 

We have found that Multiple Pet Exams are a leading appointment type with a high incidences of not showing up or cancelling on short notice.  The ramifications of no-show or short notice cancellations for multiple pet appointments has wide ranging consequences to our ability to serve our other clients and their pet’s needs.

To solidify a clients commitment to honor the scheduled Multiple pet appointments on the same day, the following policies have been put in place to reduce the risk that dedicating large appointment blocks in a day to just one client that may not show up.

• No more than three pets may be booked per Multi-Pet appointment per day
• Multi-Pet Exams are for Wellness Exams only.
• Client can only have One Multi-Pet appointment blocks per day, and should be in consecutive appointment blocks. 
• Deposits, equal to a regular exam fee, are required for appointment blocks of THREE pets per day to secure appointment time(s).  Deposit required will be $50.00 per pet and is non-refundable
• The deposit will be credited to the Examination/ Service fees at the time of the visit.
• If the client No-Shows, Cancels, or Reschedules an appointment in less than 24 hours prior to the appointment time the deposit will be forfeited and can not be applied to any future appointments. The fee will be retained by Premier VetCare as a No-show fee.
• Multi-Pet Appointments for the same day can not be booked with our online schedule, you must call or email or front desk to confirm those appointment types. 
• It is imperative that if you have set up a Multiple Pet Exam that you arrive at the first appointment time.  It takes the same amount of time to provide care for each pet, and if you arrive late we may not have the time needed to get all the services your pets need done with out causing delays for other appointments.  If you show up late you may be asked to reschedule or to do a curb side visit.  

Repeat No-Show or Cancellation 

When clients demonstrate a habit of not showing up or cancelling their appointments with little notice it tends to be a reoccurring problem, and we loose faith that they will honor their commitment to their appointment time.     

In addition, when clients commit to an appointment time, and they do not show that causes inconvenience to our other clients that we may have been able to serve with a more timely appointment.  The ramifications of no-show or short notice cancellations has wide ranging consequences to our ability to serve our clients and their pet’s needs.

To encourage clients to solidify their commitment and honor the scheduled appointments, the following policies have been put in place to reduce the incidence of clients that consistently No-Show or cancel with less than 24 hrs. notice.  

We understand life happens to us all, so we have taken much time and deliberation to produce a policy that as fair as we can. We hope that these policies will reduce open appointment spots, and reduce how far out we have to book our wellness, sick, and surgery appointments, and help us reduce wait times as much as possible.    

• Clients will be considered Repeat No-show or Cancellation Offenders after 3 events in a 12 month period. 
• Repeat Offenders will be required to leave an Exam Deposit at the time any appointment is booked in order to confirm the appointment time. 
• The Exam Deposit is equal to our current exam fee, $50.00 per pet, and is non-refundable.
• The deposit will be credited to the Examination/ Service fees at the time of the visit.
• If the client No-Shows, Cancels, or Reschedules an appointment in less than 24 hours prior to the appointment time the deposit will be forfeited and can not be applied to any future appointments. The fee will be retained by Premier VetCare as a No-show fee.
• Once an account is marked as a Repeat No-show or Cancellation Offender Online Scheduling privileges will be suspended. 
• After three kept appointments the client can then be reinstated with normal appointment privileges.
  • One missed or cancelled appointment will immediately reinstate them as a Repeat Offender and deposits will be once again required.
• At our discretion we may mark any Client with a clear habit of not honoring their appointment time as a Permanent Offender.  At that point the client will need to leave deposits for all future exam visits. 

• Clients that are Repeat or Permanent Offenders continue to have the option to come in as a Walk-in / Urgent Care Visit if they choose not to leave an Exam Deposit.  The Walk-in Urgent Care policies and fees will apply.