Site Visits Holiday Deliveries

Purpose:

To establish a consistent, effective process for conducting site visits to primary care veterinary clinics. The goal is to generate referrals, build trust with veterinary teams, and gather up-to-date clinic information.

preparation:

Understand Objective

To show appreciation for the support of pcDVM practices with a holiday gift.

Determine Clinics to be visited

Use the site visit list provided by Stacy or Kelley

Using Mapquest, Google Maps or similar tool, map your visits to be most economical with time.

Research Clinics

Review the clinic’s website and social media for recent updates, staff changes, and specialties.

Check Instinct to see if any clinics you plan to visit have pets hospitalized with us or are being seen by our specialties.

Gather Materials

Check with Stacy or Kelley on where to collect the gifts.

During the Visit:

Professional Presentation

Dress appropriately (business casual or as per company policy).

Scrubs are also fine as long as they are clean and pressed.

Be warm and engaging, and remember to smile- your body language is important!

Be prepared to wait when you arrive as there may be clients waiting.

Build Rapport

When you enter the clinic, it is important to treat each person respectfully. Every staff member is important- from front desk to doctor. Greet all staff courteously and thank them for their time.

Introduce yourself, explain purpose of your visit and ask if a practice manager or doctor is available. Be prepared for them to not be as many times they are in meetings or in an appointment. More often than not, you will be speaking with the front desk staff. Be kind and gracious for their time.

If Time Allows:

Start a Conversation:

If the clinic is not too busy with clients waiting, then ask open-ended questions about how their clinic is doing, recent cases, or common client concerns.

TIP: Let the conversation lead you, that way it doesn’t feel forced. Ask leading questions like “This is such a beautiful practice, how long has it been here?”

Visits may last anywhere from a few minutes to 20 minutes, depending on the atmosphere when you arrive. Be flexible with this and remember to smile.

Communicate Value:

Briefly present your services, focusing on how they complement the clinic’s offerings.

If applicable, share any updates in your practice (new specialists, equipment, or services).

Generate Referrals:

Explain referral process —emphasize ease, communication, and continuity of care.

Gather Information:

Always write down the name of the person whom you spoke with.

Confirm key clinic details: current email addressees are the most important

Collect business card (try to collect both a general business card as well as the Practice Mangers card if available)

If applicable, ask about their most common referral needs and pain points.

Address Concerns:

Invite feedback about prior referrals or any hesitations about your services.

Listen non-defensively and offer solutions or follow-up as needed.

After the visit

Documentation:

Complete the online site visit report within 24 hours of visit and be sure to note any issues or follow-ups if needed.

Expenses

Mileage:

Enter mileage for reimbursement in Paylocity.

Create expense report for the week. Enter individual daily mileages and upload Mapquest route.

Submit one report weekly

Key points

Prep for visits should take 1 hour at most.

Effective site visits are about relationships, not transactions. Consistency, respect, and genuine interest in each clinic’s needs are key to long-term referral growth and trust.

Be kind and gracious during your visit and always thank the staff for their time.