Veterinary Practice Manager Daily Checklist

A structured checklist to keep your clinic running smoothly — from opening tasks through end-of-day, plus weekly and monthly reviews.

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Print it, pin it to the breakroom wall, or save it to your desktop. Available in two formats.

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Morning (Before Doors Open)

Set the day up for success. These tasks should be completed before the first appointment.

Review overnight messages and voicemails High

Check appointment schedule for gaps or overbooking High

Confirm all doctors and techs are present or arrange coverage High

Review lab results received overnight Medium

Check inventory for critical medications and supplies Medium

Brief staff on the day — surgeries, difficult cases, new clients High

Verify payment system and card reader are operational Low

Check waiting area cleanliness and signage Low

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Midday Check-In

A quick pulse check to catch issues before they snowball into the afternoon.

Monitor appointment flow — redistribute if running behind High

Follow up on morning callbacks and pending client requests High

Check voicemail and return missed calls Medium

Process prescription refill requests Medium

Review afternoon surgery prep status Medium

Address any client complaints or billing questions Medium

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End of Day

Close out the day properly so tomorrow morning starts clean.

Confirm all patient records are updated and complete High

Process end-of-day financial reconciliation High

Review next day schedule and flag potential issues Medium

Check for overdue callbacks or pending follow-ups Medium

Update after-hours message if needed Low

Verify controlled substance logs are current High

Lock up medications and secure facility High

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Weekly Review

Step back from daily operations and look at the bigger picture. Best done Monday morning or Friday afternoon.

Review key metrics: calls answered, missed, appointments booked High

Audit inventory levels and place orders High

Review outstanding accounts receivable Medium

Check equipment maintenance schedule Medium

Hold brief team huddle — wins, challenges, upcoming changes High

Review and respond to online reviews Medium

Verify staff schedule for the following week High

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Monthly Review

The strategic layer. These reviews keep your practice financially healthy and operationally sharp.

Pull and review financial reports (revenue, expenses, margins) High

Analyze phone metrics: missed call rate, hold times, resolution rate High

Review client retention and new client acquisition numbers Medium

Conduct controlled substance inventory audit High

Review and update standard operating procedures Low

Check licensing, certifications, and compliance deadlines Medium

Plan staff training or CE opportunities Low

Evaluate vendor contracts and pricing Low

Automate the Phone Tasks on This List

Several items on this checklist — reviewing overnight messages, returning missed calls, processing refill requests, monitoring call metrics — can be handled automatically by an AI receptionist. PupPilot captures every after-hours call, triages emergencies, schedules appointments, and delivers organized summaries each morning.

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