Veterinary Surgical Centers (VSC) operates under the assumption that all locations will open daily for business as usual. However, in times of inclement weather, some regions may be confronted with poor weather conditions, making it difficult to travel into work. Employees should use their best judgment when considering their personal safety and evaluating their ability to commute to work during severe weather.
As weather conditions will vary between locations (The Hope Center Vienna, The LifeCentre, Valley Veterinary Emergency & Referral Center), the on-duty doctor and technician supervisor in each location will decide whether to open with a delay or to close the location for business. (*See below for early dismissal policy).
The protocol for these situations is as follows:
1) In each location, the on-duty doctor and technician supervisor will be in contact with each other to discuss and evaluate weather conditions and staffing.
2) If, due to inclement weather, any employee determines he/she is unable to report to work or must report late, he/she must call his/her location’s technician supervisor as soon as possible but at least two hours prior to the start of his/her shift. Until direct contact with his/her supervisor is made, he/she should follow up with a voicemail, email, and/or text.
3) The on-duty doctor and technician supervisor will decide on delays or closure by 6 a.m. for that business day. Once they have made their assessment, employees will be notified immediately by email, phone call, or text message.
a) The doctor or technician supervisor must immediately notify the practice manager and marketing manager of their decision.
b) Once the status of each location has been received, the practice manager will send out updates via e-mail to all VSC team members at all locations. The marketing manager will update Facebook to reflect the status for each location.
c) On-duty doctors will be responsible for contacting the emergency departments at each partner location to discuss any potential transfers or consults. Doctors will be available to the emergency departments until 5 p.m. that business day in order to help manage cases over the phone. Emergency contacts are as follows:
i) The Hope Center – Vienna Emergency: (703) 281-5121
ii) Animal Emergency Critical Care at The LifeCentre: (703) 777-5755
iii) Valley Veterinary Emergency & Referral Center: (540) 662-7811
d) Technician supervisors are responsible for communicating closings to all employees, including:
(1) All medical staff;
(2) CSR supervisor or lead;
(a) CSR supervisor will notify all CSRs of delay or closure.
(b) CSR supervisor will ensure all scheduled clients for that business day are contacted immediately, and will ensure that the main VSC voicemail reflects the change in schedule.
(3) Associated departments within partner locations.
e) The practice manager will disseminate the majority of the necessary updates via e-mail in these situations. It is the responsibility of the admin team to monitor weather situations ahead of time and notify the team of adjustments to the schedule, so as to give staff adequate time to plan and make arrangements.
i) All staff, but especially on-duty doctors and technician supervisors, should vigilantly check their emails throughout the day.
4) *In the event of sudden, unexpected weather requiring early dismissal/closure, the practice manager will coordinate with the on-duty doctor and technician supervisor to enact a modification of step 3, as outlined above. Additionally, they will identify which staff is essential, and all non-essential employees will be released at the agreed-upon release time.
Please note: If a given location opens with a delay, closes for the day, or closes early, employees will have the option to use vacation leave or leave without pay.
If you have questions about this policy or others, please contact CEO Rory Caracciolo Jr., or Practice Manager Jamie Leach.